Bilingual Medical Virtual Assistant (Spanish - English)

Job Title: Bilingual Medical Virtual Assistant (Spanish - English)

Position Type: Full-time

Work Hours: 8:00 AM to 5:00 PM Pacific Daylight Time

Work Days: Monday to Friday

Salary: 6 – 8 per hour (depending on experience)

Job Code: T-POR 2

Workplace: Remote

Preferred Candidate Location: Philippines, Venezuela, Colombia, Nicaragua, Argentina, Mexico

About Our Client

Our client is seeking a highly organized, detail-oriented, and proactive Bilingual Medical Virtual Assistant (Spanish-English) to support front desk operations, scheduling coordination, and medical administrative workflows for a fast-paced clinical practice serving children and adults on the autism spectrum.

This role is essential in creating operational stability and reducing scheduling and communication errors within the practice. The ideal candidate is someone who thrives in structured environments, communicates clearly and consistently, and can confidently manage multiple administrative responsibilities while following detailed operational procedures.

As the Bilingual Medical Virtual Assistant, you will handle incoming and outgoing calls in both English and Spanish, manage appointment scheduling, support documentation workflows, maintain patient records, and assist with billing and administrative tasks. You will be expected to independently follow a detailed 20-step SOP process, ensuring accuracy, consistency, and efficiency across daily operations.

Strong attention to detail is critical, particularly when handling clinical documentation, scheduling updates, patient coordination, and communication follow-through. The client is looking for someone who is highly dependable, process-driven, and proactive about preventing issues before they happen.

This role is ideal for someone with prior remote healthcare administrative experience who enjoys creating structure, supporting patient coordination, and contributing to a mission-driven clinical environment.

Scope of Work / Responsibilities

Patient Communication & Front Desk Support

• Handle all incoming and outgoing calls in both Spanish and English

• Manage email communications and client correspondence

• Provide professional and compassionate patient support

• Coordinate scheduling updates and appointment confirmations

Scheduling & Administrative Coordination

• Manage appointment scheduling and calendar coordination

• Execute and independently follow a detailed 20-step SOP workflow

• Support session documentation and verification processes

• Maintain accurate client data and patient records

Billing & Operational Support

• Assist with billing and invoicing processes

• Support insurance verification workflows when needed

• Provide general administrative and operational support

• Help maintain organized and efficient clinical workflows

Top 3 Priorities

1. Attention to Detail & Scheduling Accuracy

Maintain highly accurate scheduling, confirmations, documentation, and calendar coordination to reduce operational errors.

2. Proactive Communication

Consistently follow up, communicate updates clearly, and prevent scheduling or workflow breakdowns before they happen.

3. Accountability & SOP Adherence

Reliably follow operational procedures, maintain organization, and execute workflows independently with minimal supervision.

Requirements

Required Skills and Experience

• Minimum 1 year of experience in a remote healthcare or medical administrative role

• High proficiency in both Spanish and English (spoken and written)

• Experience handling high-volume calls in a professional healthcare setting

• Proven experience with appointment scheduling and patient coordination

• Strong attention to detail, especially with clinical documentation and scheduling workflows

• Ability to follow detailed SOPs independently with minimal supervision

• Comfortable working in a fast-paced clinical environment

• Self-directed learner with strong problem-solving ability

• Professional, organized, and dependable under pressure

Preferred Experience

• Experience with insurance verification workflows

• Experience providing billing support

• Experience in behavioral health, therapy, or clinical environments

• Experience working with EHR/EMR systems

Systems & Tools Experience

Experience with the following tools is preferred:

• Passage Health (primary EHR)

• Microsoft systems

• RingCentral (phone system)

Ideal Candidate Profile

The ideal candidate is:

• Highly organized and detail-oriented

• Proactive and communicative

• Reliable and process-driven

• Comfortable managing multiple administrative tasks simultaneously

• Calm and professional in fast-paced environments

• Able to work independently with strong accountability

• Focused on preventing errors and maintaining operational consistency

Basic requirements

• Must be proficient in speaking and writing English & Spanish 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.