Job Title: Bilingual Medical Virtual Assistant — Pediatric Therapy
Position Type: Full-Time
Work Hours: 7:30 AM – 4:00 PM Eastern Time
Work Days: Monday to Friday
Salary: $6–$7 per hour, depending on experience
Job Code: VC-LT
Workplace: Remote
Preferred Candidate Location: LATAM
About the Client & Role
Our client is a pediatric therapy provider serving children and families throughout Orlando, Florida. The practice provides specialized services, including Speech Therapy, Physical Therapy, Occupational Therapy, and Applied Behavior Analysis (ABA).
They are seeking a highly organized, detail-oriented Bilingual Medical Virtual Assistant — Pediatric Therapy to support scheduling, billing, insurance coordination, patient communication, Excel-based tracking, and daily administrative operations.
This is a fast-paced role that requires fluent Spanish and English communication, strong Excel skills, excellent follow-through, attention to detail, and the ability to manage multiple responsibilities throughout the workday.
Camera-On Communication Requirement: To support faster, real-time communication and collaboration, team members are expected to keep their camera ON during scheduled working hours. This allows management and team members to quickly connect when questions, updates, or assistance are needed.
Scope of Work / Responsibilities
Patient Calls, Scheduling & Communication
- Handle a high volume of patient calls, referrals, scheduling requests, and general inquiries.
- Schedule, confirm, reschedule, and follow up on patient appointments.
- Track patient schedules, therapist availability, cancellations, and open scheduling needs.
- Coordinate schedules between patients, therapists, and administrative staff.
- Maintain accurate records of patient calls, appointments, and communications.
- Follow up on unresolved scheduling or patient communication items.
GroupMe Parent Communication & Tracking
- Actively monitor and track parent messages through GroupMe throughout the entire workday.
- Respond to or route parent questions, scheduling requests, cancellations, and concerns appropriately.
- Ensure parent messages are acknowledged and handled in a timely manner.
- Track outstanding parent requests and follow up until resolved.
- Communicate important parent updates to the appropriate therapist, BCBA, front desk staff, or management team.
- Update schedules and tracking systems when changes are made based on parent communication.
Insurance, Claims & Credentialing Support
- Communicate with insurance companies regarding eligibility, benefits, claims, coverage, and authorization requirements.
- Process or assist with insurance claims and prior authorizations.
- Track insurance approvals, authorized units or hours, expiration dates, and service limitations.
- Assist with credentialing-related documentation and insurance requirements.
- Follow up with insurance companies regarding outstanding claims, authorizations, or documentation.
Billing, Unit Tracking & Schedule Coordination
- Convert therapy units based on CPT codes into billable hours for scheduling and billing purposes.
- Understand varying unit durations, including 15-minute and 30-minute units.
- Review therapist schedules to ensure required billable hours are being met.
- Identify scheduling gaps and assist with maximizing therapist schedules.
- Track and report billable hours accurately for insurance and internal records.
- Maintain accurate authorization and billing information to help prevent scheduling beyond approved hours.
Excel-Based Tracking & Data Management
- Create and maintain spreadsheets for patient schedules, insurance authorizations, billing hours, therapist productivity, and other operational needs.
- Use Excel formulas to calculate billable hours, convert units into hours, and organize data.
- Use sorting, filtering, formulas, and other Excel functions confidently.
- Maintain organized, accurate, and up-to-date spreadsheets.
- Review data for errors and discrepancies before submitting or reporting information.
- Assist with creating reports and tracking outstanding administrative items.
Administrative & Operational Support
- Maintain and update patient records while protecting confidential healthcare information.
- Provide general administrative support, including document processing and patient correspondence.
- Assist with remote patient monitoring or healthcare coordination when needed.
- Maintain internal tracking spreadsheets and administrative records.
- Assist with scheduling interviews and coordinating applicant availability when requested.
- Support management with additional administrative projects and responsibilities as assigned.
Tools You’ll Use
- Microsoft Excel
- GroupMe
- TheraBill or similar medical scheduling/billing system
- Medical scheduling and billing platforms
- Patient communication and tracking systems
- Other administrative, insurance, and reporting tools as needed
Requirements
Experience Requirements
- Healthcare Administrative Experience: Required. Candidates must have at least 1 year of experience in a medical office, healthcare administration, medical billing, medical scheduling, patient coordination, or a similar role.
- Bilingual Spanish and English Communication: Required. Candidates must be fluent in Spanish and English and able to speak, read, and write fluently in both languages.
- Medical Scheduling Experience: Required. Candidates must have experience scheduling, confirming, rescheduling, and tracking patient appointments.
- Insurance, Claims & Prior Authorization Experience: Required. Candidates must have knowledge of medical billing, insurance verification, claims processing, and prior authorizations.
- Medical Coding Knowledge: Required. Candidates must be familiar with medical coding standards, including ICD-10, CPT, and HCPCS.
- Therapy Unit Tracking Experience: Required. Candidates must be able to accurately convert therapy units into billable hours, including 15-minute and 30-minute units.
- Microsoft Excel Experience: Required. Candidates must have strong proficiency in Microsoft Excel, including formulas, calculations, sorting, filtering, and data organization.
- TheraBill or Similar System Experience: Preferred but not required. Experience with TheraBill or a similar medical scheduling/billing system is a plus.
- GroupMe or Similar Platform Experience: Preferred. Experience using GroupMe or similar communication platforms is helpful.
Remote Work Expectations
- Camera must remain ON during scheduled working hours, including meetings, trainings, and when communicating with management or team members.
- Must remain responsive throughout the scheduled workday.
- Must actively monitor assigned communication platforms, including GroupMe, throughout working hours.
- Must have a professional and distraction-appropriate remote workspace.
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.
