Medical Virtual Assistant - (Bilingual Spanish-English) | Pediatric Therapy

Open 28d posting dated 2 weeks ago · reposted 2×

Summary

Remote bilingual (Spanish-English) medical virtual assistant handling scheduling, insurance claims, billing, and data tracking for a pediatric therapy provider using Excel and medical coding.

Job Title: Medical Virtual Assistant – (Bilingual Spanish-English)
Position Type: Full-time
Work Hours: 9:00 AM - 5:00 PM Eastern Standard Time
Work days: Monday - Friday

Rate: $7 - $8 / hour

About the Company

The company is a pediatric therapy provider delivering care to children and their families throughout Orlando, Florida. The practice offers specialized services including speech therapy, physical therapy, occupational therapy, and Applied Behavior Analysis (ABA) therapy, supporting children’s developmental and behavioral needs.

This role focuses on scheduling, billing, and insurance coordination, and requires strong Excel skills, including formulas, data tracking, billable hour calculations, and data management.

Key Responsibilities:

1.Patient Calls, Scheduling & Tracking

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

2. Insurance Communication, Claims & Credentialing

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

3. Billing, Unit Tracking & Scheduling Coordination

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

4. Excel-Based Tracking & Data Management

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

5. Administrative & Operational Support

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)

Core Role Requirements:

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

Basic Requirements

Must speak and write English clearly and professionally.
Must have relevant work experience.
Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
Must be available to attend video meetings with camera on when required.

Technical Requirements

Computer: Reliable laptop or desktop computer.
Internet: Stable high-speed internet connection (minimum 25 Mbps).
Audio: Noise-canceling headset.
Video: Working webcam for virtual meetings.
Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.

As published by workable

First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter

What is your Date of Birth?
What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
Are you available to work at this time schedule? yes / no
Do you accept the payment rate listed in the job description for this role? yes / no
Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies? yes / no
Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)? yes / no
Do you have experience using CRMs or related softwares? yes / no
Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed? yes / no
Do you have a reliable computer, headset, and camera available for work if you are offered the position? yes / no
This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired? yes / no
Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust? yes / no
Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused? yes / no
Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues? yes / no
Please mark all that you have experience with choose any
Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none") written answer
Are you fluent in both Spanish and English? yes / no
Do you have experience working in a clinic or practice that provides speech therapy, physical therapy, occupational therapy, or Applied Behavior Analysis (ABA) therapy? yes / no
Do you have experience with medical billing, including processing insurance claims and applying medical codes (ICD-10, CPT, or HCPCS)? yes / no
Do you have experience communicating with insurance companies for eligibility verification, claims follow-up, or provider credentialing? yes / no
Do you have strong Excel experience, including using formulas and managing data to track schedules, billable hours, or similar records? yes / no
In a 1–2 minute voice recording, please answer the following question(s): Can you describe your experience using Excel to track schedules, manage data, or calculate values (such as billable hours or similar metrics)? Please provide a specific example of how you used formulas or organized data. To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.

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