About the role
Bilingual Virtual Assistant (English/Spanish) Receptionist
Remote | Part-Time | 40 Hours/Week | $6.5/hour with 6 mos perf review
Role Summary
We are hiring a Bilingual Medical Virtual Assistant to support an Internal Medicine practice. This role requires someone with strong English and Spanish communication skills, especially over the phone, since a large part of the work involves speaking directly with patients, coordinating appointments, handling follow-ups, and keeping communication clear and professional.
This is a patient-facing support role that directly affects clinic flow, patient experience, and day-to-day operational efficiency. The ideal candidate is organized, dependable, confident on calls, and able to manage scheduling, insurance-related tasks, and administrative follow-through with accuracy.
Top Requirements
* Strong bilingual communication skills in both English and Spanish
* Confident and professional on phone calls
* Strong patient coordination and scheduling ability
* High attention to detail and reliable follow-through
Key Responsibilities
1) Phone Calls and Patient Communication
* Handle a high volume of inbound and outbound phone calls with patients, pharmacies, payer offices, and other healthcare contacts
* Communicate clearly and professionally in both English and Spanish
* Provide appointment reminders, follow-up calls, rescheduling support, and general patient assistance
* Answer routine patient questions and escalate concerns appropriately
* Maintain a calm, patient-friendly tone, especially when dealing with elderly patients or complex situations
2) Appointment Scheduling and Patient Coordination
* Manage new and existing patient scheduling through phone, email, and text
* Maintain provider calendars accurately and help prevent gaps, overlaps, or scheduling errors
* Confirm appointments and manage cancellations, reschedules, and waitlist coordination
* Conduct pre-visit outreach and communicate next steps clearly to patients
* Ensure accurate patient demographics, appointment notes, and call outcomes are documented in the system
3) Insurance Verification and Benefits
* Verify patient eligibility and benefits before appointments
* Confirm copays, deductibles, covered services, and authorization requirements
* Identify insurance issues early and communicate them clearly to patients and internal staff
* Document verification results accurately in the EMR and any internal trackers
* Escalate unresolved payer issues and follow through until completed
4) Referral and Prior Authorization Support
* Process referral-related tasks and ensure required documents are complete
* Initiate and follow up on prior authorization requests as needed
* Track pending items, approvals, denials, and required follow-up actions
* Coordinate with payer offices, provider offices, and internal team members to avoid delays
5) Administrative Support and Documentation
* Maintain accurate, timely, and consistent documentation
* Support daily administrative workflows such as inbox management, task queues, forms, uploads, and follow-up tracking
* Handle patient information in a HIPAA-compliant manner
* Provide status updates proactively and complete assigned tasks with minimal follow-up
Required Qualifications
* Excellent verbal and written communication skills in both English and Spanish
* Previous experience handling phone calls in a patient-facing, customer-facing, or healthcare support role
* Strong confidence speaking with patients over the phone, including appointment coordination and follow-up calls
* Highly organized, detail-oriented, and able to manage multiple tasks accurately
* Able to work independently and communicate updates clearly
* Reliable computer setup, headset, and stable internet connection for remote work
* HIPAA knowledge or experience with HIPAA-compliant workflows
Nice to Have
* Clinical or healthcare background
* Familiarity with EMR/EHR systems
* Experience supporting internal medicine, primary care, or similar outpatient practices
Originally posted on Himalayas