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.
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.
