Keep patients on plan and on schedule.
PT and OT practices lose revenue when authorizations lapse, plans of care expire, or recurring visits fall off the schedule. Our physical therapy virtual medical assistants manage authorization tracking with commercial, Medicare, and workers' comp payers, coordinate plan-of-care renewals and physician sign-off, schedule recurring 2x and 3x weekly visits, and run outcome reporting for FOTO and Medicare PQRS. Trained on WebPT, Raintree, Heno, and PromptEMR.
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Authorization & Plan-of-Care Coordinator
A PT authorization and plan-of-care coordinator owns visit authorization tracking from initial eval to discharge. They secure initial authorizations, track visit counts against the auth, request additional visits before the auth runs out, send the plan of care to the referring physician for signature, and re-cert the plan of care every 30, 60, or 90 days as required by Medicare and commercial payers.
They track Medicare therapy threshold (cap) usage, apply the KX modifier when appropriate, and document medical necessity for additional visits.
A PT authorization coordinator is a dedicated remote staff member who keeps every visit covered, every plan of care signed, and every dollar billable - directly protecting the practice's net revenue per patient.
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Billing Support Specialist
A PT billing support specialist handles the visit-by-visit billing workflow that defines outpatient PT - coding visits to the right CPT (97110, 97140, 97530, 97112, etc.) with correct units per the 8-minute rule, applying the KX modifier when appropriate, working denials, and reconciling EFT payments. They support the practice's biller or billing company with accurate documentation and code-level cleanup.
For PT clinics, accurate visit-level billing is the difference between profitable and unprofitable.
A PT billing support specialist is a remote staff member who protects the practice's revenue cycle with accurate visit coding, denial work, and clean documentation.
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Front Desk / Medical Receptionist
A PT virtual front desk runs the inbound phone, voicemail, and online booking traffic of a PT clinic, books new evaluations and recurring follow-ups, manages the cancellation waitlist, and handles new patient intake including insurance verification, prior records, and scheduling for the initial evaluation.
For a busy PT clinic, this role cuts hold times to under 60 seconds, recovers same-day cancellations, and lifts the practice's online reputation - a major driver of new patient flow.
A PT virtual front desk is a full-time, dedicated remote receptionist who runs the phones and schedule of a PT clinic at a fraction of the cost of an in-house hire.
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Insurance Verification Specialist
A PT insurance verification specialist runs eligibility 48–72 hours before every initial eval - confirming PT specialty benefits, deductibles, coinsurance, visit caps (combined PT/OT/SLP cap), Medicare therapy threshold status, prior auth requirements, and any visit limits. They identify Medicare Advantage plans that route through eviCore, NIA, or Carelon for therapy authorizations.
They document the breakdown directly in WebPT, Raintree, or Heno for the front desk.
A PT virtual insurance verification specialist is a remote team member who reduces denials, lifts upfront collections, and protects the financial health of an outpatient PT clinic that depends on accurate visit-by-visit benefit verification.
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Outcomes & FOTO Reporter
A PT outcomes and FOTO reporter manages the practice's outcome reporting workflow - administering FOTO, KOOS, HOOS, DASH, NDI, and Oswestry instruments at the cadence the practice and payer require, scoring the responses, ensuring the data is captured for Medicare quality reporting (MIPS) and value-based contracts, and pulling reports for clinical leadership.
Measurement-based outcomes are increasingly required by commercial payers and Medicare for therapy reimbursement and are a strong driver of clinical quality.
A PT outcomes specialist is a remote staff member who keeps PROMs compliance high, protects the practice's MIPS performance, and gives every clinician a real-time signal on patient progress.
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Patient Outreach Coordinator
A PT patient outreach coordinator runs proactive recall and reactivation campaigns - discharge follow-up, dormant patient reactivation, post-discharge reassessment scheduling, and physician referral source nurturing.
They segment the patient base by injury type and outcome, run multi-touch outreach (text, call, email), document every attempt in the EMR, and report conversion to leadership.
A PT patient outreach coordinator is a remote staff member who keeps the schedule full, drives discharge follow-up, and turns the existing patient base into a steadily growing book of return business.
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Physical Therapy Virtual Assistant
A physical therapy virtual assistant is a dedicated remote staff member who runs the daily admin workload of a PT or OT clinic - scheduling new evaluations and recurring 2x or 3x weekly visits inside WebPT, Raintree, Heno, PromptEMR, or Jane App. They handle inbound calls, route portal and phone messages, manage the cancellation waitlist, coordinate physician sign-off on plans of care, and run the constant authorization tracking that defines outpatient PT.
They speak the language of outpatient rehab - eval and treat, plan-of-care duration, visit frequency, Medicare therapy cap, KX modifier - and they keep the schedule full.
A physical therapy virtual assistant is the always-on administrative backbone of a rehab clinic, freeing therapists to focus on the patient and the plan of care.
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Recurring Visit Scheduler
A PT recurring visit scheduler books the recurring 2x or 3x weekly visit pattern that defines outpatient PT, manages rescheduling and cancellations, fills openings from the waitlist immediately, and runs no-show recovery the same day so patients don't fall off the plan of care.
For a PT clinic, every missed visit is lost revenue and a clinical loss. Visit adherence is the single biggest driver of both outcomes and net revenue per patient.
A PT recurring visit scheduler is a remote staff member who lifts visit adherence above 85% by booking, confirming, and recovering visits with relentless consistency.
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Referral Coordinator
A PT referral coordinator manages the inbound referral pipeline from orthopedic surgeons, primary care physicians, neurologists, and chiropractors. They confirm the referral, verify benefits, secure prior auth, schedule the initial evaluation in the right slot, send a thank-you and outcome update back to the referring provider after the eval, and run proactive outreach to top referring offices to protect the pipeline.
For PT clinics that depend on physician referral flow, this role is essential for growth.
A PT referral coordinator is a dedicated remote staff member who keeps the inbound referral funnel full and the referring physician relationships strong.
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Workers' Comp Coordinator
A PT workers' comp coordinator manages the unique workflow of work-injury patients in physical therapy - verifying claim numbers and adjuster information, securing every visit authorization through the workers' comp insurer or third-party administrator, drafting work status updates, communicating with the referring physician and employer, and ensuring documentation supports return-to-work decisions and the AMA Guides impairment rating.
They track utilization review timelines and appeal denied authorizations using state-specific workers' comp rules.
A PT workers' comp coordinator is a dedicated remote staff member who turns the friction-heavy workers' comp line into a clean, profitable, well-documented book of business.
What does a virtual medical assistant do for a physical therapy practice?
A physical therapy virtual assistant is a specialty-trained remote staff member who tracks visit authorizations, manages plan-of-care renewals and physician sign-off, schedules recurring 2x/3x weekly appointments, verifies PT benefits, runs outcomes reporting, and handles patient outreach - all inside WebPT, Raintree, Heno, or your EMR of choice.
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