Bilingual Medical Virtual Assistant – Spanish, English

Role Overview

• Handle a high volume of incoming patient calls, referrals, and general inquiries
• Schedule, confirm, and follow up on patient appointments
• Maintain accurate and organized records of patient calls, appointments, and communications
• Track patient schedules, therapist availability, and service coordination
• Communicate with insurance companies regarding coverage, claims, and authorization requirements
• Process insurance claims and assist with prior authorizations
• Apply medical coding (ICD-10, CPT, HCPCS) for accurate claim submission
• Assist with credentialing-related documentation and insurance requirements
• Track insurance approvals, authorizations, and limitations to support scheduling and billing
• Convert therapy units (based on CPT codes) into billable hours for scheduling and billing purposes
• Review therapist schedules to ensure required billable hours are met and identify gaps
• Track and report billable hours accurately for insurance and internal records
• Apply understanding of varying unit durations (e.g., 15-minute or 30-minute units) when scheduling services
• Create and maintain spreadsheets for patient schedules, insurance authorizations, and billing hours
• Use Excel formulas to calculate billable hours and convert units into hours
• Organize and analyze data using sorting, filtering, and pivot tables
• Maintain accurate, structured, and up-to-date records of appointments, authorizations, and patient communications
• Maintain and update patient records in compliance with healthcare regulations and confidentiality standards
• Provide general administrative support, including document processing and patient correspondence
• Assist with remote patient monitoring coordination when needed
• Schedule interviews for Indeed candidates and coordinate availability
• Maintain supervision and tracking spreadsheets to ensure accurate records

Requirements

• At least 1 year of experience in a similar role (Medical Receptionist, Billing Specialist, Patient Coordinator, or Medical Administrative Assistant)
• Knowledge of medical billing, insurance verification, and claims processing
• Experience communicating with insurance providers regarding claims, coverage, or authorization requests
• Familiarity with credentialing processes and prior authorization procedures
• Familiarity with medical coding standards (ICD-10, CPT, HCPCS)
• Spanish-speaking preferred (team operates in a bilingual environment)
• Strong scheduling skills with the ability to manage a high volume of calls and referrals
• Experience with TheraBill or similar systems, or strong scheduling system proficiency
• Proficiency in Excel, including formulas, data organization, and reporting
• Ability to convert therapy units into billable hours and apply this in scheduling and billing
• Strong attention to detail with the ability to review and double-check work for accuracy
• Clear and direct communication skills, with the ability to provide complete and accurate responses
• Strong English communication and organizational skills
• Ability to handle patient-sensitive information with confidentiality and professionalism
• Experience with remote patient monitoring or healthcare coordination is an advantage
• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.