Bilingual Medical Virtual Assistant

Job Title: Bilingual Medical Virtual Assistant

Job Code: [PI-WAT]

Position Type: Part-Time

Work Hours: 9:30 AM – 1:30 PM Eastern Daylight Time, Monday – Friday

This remote position supports both clinical operations initiatives, playing a vital role in building client relationships and managing front-desk responsibilities

Job Responsibilities:

• Handle appointment scheduling, confirmations, and reminders via phone, text, or email.

• Manage patient intake and front desk communications, ensuring smooth onboarding and client interaction.

• Maintain accurate and confidential patient records and files.

• Support insurance verification, pre-authorizations, and billing coordination, including following up on claims when needed.

• Serve as the primary point of contact for patient outreach and follow-ups with families or guardians.

• Utilize telehealth platforms to assist with session coordination and troubleshooting.

• Answer inbound calls in a professional, friendly, and bilingual manner.

• Prioritize and respond to emails, texts, and client inquiries efficiently.

• Ensure clear and compassionate communication with clients and their families.

• Lead outreach effort via email and phone by connecting with local preschools, schools, pediatricians, neurologists, other healthcare providers, and community centers

Requirements

• Fluent in English and Spanish (spoken and written) – a must.

• Previous experience in a healthcare setting or with ABA therapy is preferred, but not required.

• Comfortable handling insurance processes, including pre-authorizations and verifications.

• Strong communication and interpersonal skills with the ability to speak confidently with clients and providers.

• Familiarity with Google Workspace (Docs, Sheets, Calendar, Gmail) and telehealth platforms.

• Experience with or willingness to learn Central Reach (preferred).

• Experience managing social media accounts for a business or practice.

• Background in content planning or digital marketing (even basic level).

• Familiarity with HIPAA and confidentiality standards.

Basic requirements

• 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)

Technical requirements

• Device: Reliable laptop or desktop computer.

• Internet: High-speed connection (minimum 25 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.