Bilingual Medical VA - Reception & Scheduling Support

Job Title: Bilingual VA – Reception & Scheduling Support

Position Type: Full-time

Work Hours:

• Monday – Thursday: 9:00 AM – 5:00 PM PDT (including 1-hour break)

• Friday: 9:00 AM – 2:00 PM PDT

• Occasional after-hours/weekend voicemail support ONLY for urgent patient concerns

Work Days: Monday – Friday

Salary: 6 – 7 per hour (depending on experience)

Job Code: BZ-WFH

Workplace: Remote

Preferred Candidate Location: Latin America

Scope of Work / Responsibilities

Client is seeking a professional and reliable bilingual (Spanish-English) Healthcare Virtual Assistant to support a busy medical office with high-volume call management, scheduling, and insurance verification.

This role is ideal for someone with strong healthcare administrative experience who can confidently communicate with patients, manage front desk workflows remotely, and ensure no patient concerns go unanswered.

The VA will play a key role in maintaining excellent patient service standards while supporting clinic operations and scheduling efficiency.

Primary Responsibilities

1. Reception & Call Management (Top Priority)

• Answer incoming patient calls professionally and efficiently

• Manage high call volume for the Glendale office

• Route calls appropriately based on patient needs (medication refills, referrals, scheduling, etc.)

• Ensure no patient concern or voicemail goes unanswered

• Monitor and respond to urgent after-hours/weekend voicemails when needed

2. Scheduling & Insurance Verification

• Schedule and confirm patient appointments

• Verify insurance eligibility and benefits

• Upload insurance documentation into the system

• Follow clinic workflows and documentation standards

3. Administrative & Patient Support

• Follow up on patient concerns and insurance-related issues

• Ensure Medi-Cal verification is saved and uploaded accurately and on time

• Support general front desk administrative workflows

• Maintain HIPAA compliance and confidentiality standards

Systems & Tools Used

• Office Ally (EHR/EMR)

• Ooma Phone System

• Insurance verification portals

• Scheduling and patient management systems

Requirements

• Previous healthcare or medical office experience required

• Experience with insurance verification and eligibility checks required

• Prior virtual assistant or front desk experience preferred

Required Skills

Bilingual Communication (Non-Negotiable)

• Fluent in both Spanish and English

• Strong verbal and written communication skills

Healthcare Administrative Knowledge

• Familiarity with medical terminology and healthcare workflows

• Experience handling patient calls and scheduling

Insurance Verification Experience

• Knowledge of eligibility checks and insurance documentation processes

Professionalism & Customer Service

• Calm, professional, and patient-focused phone demeanor

• Ability to manage high call volumes efficiently

Technical Skills

• Comfortable learning and navigating EHR/EMR systems

• Experience with Office Ally or similar systems preferred

• Ability to multitask across multiple platforms

Reliability & Flexibility

• Comfortable assisting with occasional after-hours/weekend voicemail monitoring

• Strong follow-through and accountability

Deal Breakers

• Not bilingual in Spanish and English

• No healthcare or medical office experience

• No insurance verification experience

• Weak phone communication or customer service skills

• Inability to handle high call volumes independently

• Poor understanding of HIPAA compliance and patient confidentiality

Basic requirements

• Must be proficient in speaking and writing Spanish and 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)

Technical requirements

• Device: Reliable laptop or desktop computer.

• Internet: High-speed connection (minimum 10 Mbps).

• Audio: Noise-canceling headset.

• Video: Webcam for virtual meetings.

• Workspace: Quiet, professional environment.

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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.