Medical Virtual Assistant, Bilingual Spanish-English

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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

• 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 • 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 • 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 • 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 • 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) • 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 • 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: Reliable laptop or desktop computer. • Stable high-speed internet connection (minimum 25 Mbps). • Noise-canceling headset. • Working webcam for virtual meetings. • 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.