We are seeking an energetic, proactive, and exceptionally personable Bilingual Virtual Medical Administrative & Patient Growth Coordinator to serve as a vital ambassador for a growing U.S.-based medical practice. Combining front-office phone management, back-office operations, and proactive prospective patient follow-up, this is a highly patient-facing, high-touch role.
We are specifically seeking a candidate with a bubbly, warm, confident, and engaging phone personality in both English and Spanish. Rather than a task-based assistant, the practice requires a self-directed problem-solver who takes complete ownership, anticipates clinic needs, converts prospective leads into patients/members, and provides an outstanding experience across every interaction.
Working Environment & Core Schedule
- Role Title: Bilingual Virtual Medical Administrative & Patient Growth Coordinator
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
- Language Requirement: Fully Bilingual (Fluent English & Spanish)
- Practice Type: Cash-Pay / Concierge / Wellness / Growth-Focused Medical Practice
Top 3 Daily Tasks
- Front Office & Patient Communication: Handle high-volume inbound and outbound phone calls with a warm, conversational demeanor—scheduling appointments, managing messages, and delivering exceptional customer care.
- Back Office & Administrative Support: Manage daily administrative workflows, maintain accurate patient records, organize provider task queues, and proactively resolve operational roadblocks.
- Lead Conversion & Membership Support: Perform consistent outbound follow-ups with prospective patients and leads, explain practice services and membership models, assist with enrollment, and drive patient acquisition.
Core Responsibilities
- Inbound & Outbound Phone Operations: Serve as the primary voice of the practice, answering patient calls, conducting follow-up calls, scheduling new and existing patients, and managing appointment confirmations/reschedules in English and Spanish.
- Lead Conversion & Acquisition: Engage prospective patient inquiries, follow up with warm leads via call/text/message, address non-clinical questions, explain membership options using practice guidelines, and confidently ask for the appointment.
- Membership Program Support: Assist with membership onboarding, guide prospective members through enrollment, handle administrative membership billing/renewals, and drive retention through consistent follow-up.
- Back-Office Coordination: Track incomplete tasks, coordinate provider/staff workflows, monitor outstanding requests, organize patient records, and refine administrative processes as the practice scales.
- Proactive Ownership & Problem-Solving: Identify administrative bottlenecks independently, investigate root causes, and present actionable solutions rather than simply escalating problems.
Requirements
Required Qualifications
- Bilingual Fluency: Fluent, natural spoken and written English and Spanish.
- U.S. Practice Experience: Minimum 2+ years of direct experience supporting a U.S.-based medical practice in a front-office, administrative, or patient-coordination capacity.
- Engaging Phone Demeanor: A bubbly, upbeat, warm, and highly confident phone presence—capable of building instant rapport without sounding scripted, timid, or robotic.
- Phone & Scheduling Proficiency: Proven background handling inbound/outbound calls, patient scheduling, and customer service.
- Lead & Growth Mindset: Comfort making outbound calls to prospective patients, addressing barriers to care, and guiding leads toward booking appointments.
- Problem-Solving Ability: Proven track record of working independently, following through on tasks without constant direction, and bringing solutions to operational challenges.
- HIPAA Compliance & Setup: Strong understanding of HIPAA guidelines and a quiet, private, HIPAA-compliant home workspace equipped with a high-speed computer setup and a clear noise-canceling headset.
Strongly Preferred
- Lead Conversion & Sales: Background in patient acquisition, medical sales, or lead conversion.
- Specialty Practice Models: Direct experience in Direct Primary Care (DPC), Concierge Medicine, Medical Spa, Wellness, or Cash-Pay practice environments.
- Membership Billing: Hands-on experience with recurring membership billing models and membership CRM/lead management platforms.
Ideal Candidate Profile
You are a vibrant, articulate, and resourceful bilingual coordinator who loves connecting with people over the phone. You treat every patient and prospective lead like a VIP, take immense pride in keeping clinic workflows organized, and take full ownership of helping a medical practice grow.
