About the Role
MD Practice AI Solutions is seeking a highly organized, analytical, and proactive Bilingual Medical Administrative Virtual Assistant to support medical practice operations and patient communication.
This is a unique opportunity for a Virtual Assistant who is comfortable working alongside AI, automation, VoIP systems, and technology-driven workflows. The ideal candidate will combine strong medical administrative experience with excellent communication skills, analytical thinking, and the ability to identify opportunities for process improvement and business growth.
While AI and automation will handle repetitive tasks, the Virtual Assistant will focus on responsibilities requiring human judgment, patient communication, follow-up, critical thinking, and a personal touch.
Key Responsibilities
Patient Scheduling & Communication
- Schedule appointments and coordinate new patient appointments.
- Manage appointment-related follow-ups and patient communication.
- Respond to patient emails and other communication in a professional and timely manner.
- Conduct outbound calls to patients when necessary.
- Follow up on missed, unanswered, or unrecovered calls to ensure patient opportunities are not lost.
- Provide excellent bilingual patient support in both English and Spanish.
Patient Reviews & Reputation Management
- Monitor incoming patient reviews across applicable platforms.
- Respond appropriately to patient reviews while maintaining professionalism and HIPAA compliance.
- Manage automated thank-you responses for 4- and 5-star reviews.
- Carefully review 1-, 2-, and 3-star feedback and help prepare thoughtful, professional, and HIPAA-conscious responses.
- Identify recurring feedback trends and opportunities to improve the patient experience.
Call Review & Quality Support
- Review and analyze patient calls when needed.
- Identify missed opportunities, communication issues, and areas for improvement.
- Support workflows designed to improve patient engagement, scheduling conversions, and follow-up processes.
Reporting, Analytics & Process Improvement
- Assist with reporting and operational analytics.
- Analyze workflows, patient communication trends, and performance data.
- Identify opportunities for improved efficiency and process optimization.
- Think creatively and outside the box to support business development and operational growth.
- Provide insights and recommendations based on data and observations.
Technology & Workflow Support
- Work alongside the company's existing VoIP and AI systems.
- Support the workflows and processes behind MD Practice AI Solutions.
- Collaborate effectively with technology and automation tools.
- Help ensure that AI and automation workflows are supported by effective human follow-up and decision-making.
- Adapt quickly to new systems, technologies, and evolving processes.
Requirements
Required Qualifications
- Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Medical Receptionist, or similar healthcare administrative professional.
- Hands-on experience with ModMed is mandatory.
- Fluent English and Spanish, both written and spoken.
- Strong experience with appointment scheduling and new patient coordination.
- Experience handling inbound and outbound patient communication.
- Comfortable making outbound calls and following up with patients.
- Strong email communication and customer service skills.
- Experience working with patient reviews or reputation management is preferred.
- Understanding of HIPAA and the importance of protecting patient information.
- Comfortable working with technology, including AI tools, automation, and VoIP systems.
- Strong analytical and problem-solving skills.
- Ability to think independently and identify opportunities for improvement.
- Business development mindset and the ability to think strategically about patient engagement and practice growth.
- Excellent attention to detail and organizational skills.
Ideal Candidate
The ideal candidate is someone who is:
- Analytical and detail-oriented
- Comfortable working with technology and AI-driven workflows
- Proactive and capable of working independently
- An excellent communicator with a strong patient-service mindset
- Creative and able to think outside the box
- Comfortable reviewing data, calls, and workflows to identify opportunities
- Professional, empathetic, and HIPAA-conscious
- Interested in contributing to both operational efficiency and business development
What Success Looks Like
Success in this role means effectively combining technology with human interaction. The Virtual Assistant will help ensure that patients receive timely communication and follow-up while supporting efficient workflows through AI, automation, analytics, and thoughtful decision-making.
The ideal candidate will become an important part of the team by managing the areas where judgment, communication, follow-up, analytical thinking, and a personal touch are essential.
Benefits
Location: Remote
Language Requirement: Fluent English and Spanish
EMR Requirement: ModMed experience is required
Schedule: Full-Time | Monday–Friday, 8:00 AM–5:00 PM EST
Please note that this is a full-time contractor position (40 hours per week) with a negotiable pay rate depending on skillset and experience.
