Bilingual Executive Assistant – Healthcare, Telehealth Operations

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Winning Assistants LLC

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51 - 200 employees

At Winning Assistants, we help doctors, healthcare professionals, and business owners save time, cut costs, and scale their operations with highly skilled, HIPAA-compliant virtual assistants. Our VAs handle tasks like admin support, medical office management, marketing, and customer service, allowing you to focus on growth.

📋 Description

• Manage executive calendars, inboxes, appointments, and scheduling priorities • Track projects, deadlines, action items, and business initiatives • Organize operational workflows and ensure tasks are completed on time • Follow up with leadership regarding outstanding priorities and commitments • Create schedules, templates, tracking systems, and operational documentation • Support business launch initiatives and ongoing operational growth • Coordinate communication with marketing vendors and external partners • Answer incoming calls and respond to scheduling inquiries • Schedule appointments and manage calendar workflows • Assist patients with administrative questions and appointment coordination • Process payment checks and assist with deposit tracking • Provide professional and compassionate customer service • Support front desk operations as patient volume grows • Upload lab requisitions into the EMR system • Process prescription faxes and administrative clinical paperwork • Organize insurance forms and supporting documentation • Track medication fulfillment and distribution workflows • Maintain workflow sheets, patient tracking logs, and operational records • Ensure documentation accuracy and quality control across administrative processes • Assist with telehealth workflow coordination and patient management • Support EMR documentation and healthcare administrative systems • Help maintain efficient operational processes that support patient care delivery • Coordinate between providers, patients, laboratories, pharmacies, and vendors when needed

🎯 Requirements

• Previous experience as an Executive Assistant, Operations Coordinator, Practice Administrator, Healthcare Administrator, or similar role • Exceptional organizational and time-management skills • Strong project coordination and task management abilities • Ability to work independently with minimal supervision • Proactive mindset with strong follow-through and accountability • Ability to anticipate needs and solve problems independently • Telehealth management experience is required • Previous healthcare administration experience strongly preferred • Familiarity with healthcare workflows, patient coordination, and medical documentation • HIPAA awareness and professionalism when handling protected health information • Experience supporting medical practices, healthcare providers, or telehealth organizations • Extensive EHR/EMR experience required • Experience with Practice Fusion strongly preferred • Experience with LabCorp workflows strongly preferred • Comfortable learning and navigating multiple software systems • Strong documentation accuracy and quality-control skills • Excellent written and verbal English communication skills • Strong phone etiquette and customer service skills • Ability to communicate professionally with patients, providers, vendors, and business partners • Strong interpersonal and relationship-building abilities • English-Spanish bilingual skills are highly preferred but not required • Candidates who can comfortably communicate with Spanish-speaking patients will be given strong consideration • 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) • Reliable laptop or desktop computer. • High-speed connection (minimum 25 Mbps). • Noise-canceling headset. • Webcam for virtual meetings. • 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.