Bilingual Medical Virtual Assistant – Pediatric Therapy

This is a fully remote position, open to applicants in Mexico, +5 more countries.

📋 Description

• Manage patient calls, referrals, scheduling requests, and general inquiries.

• Arrange, confirm, reschedule, and follow up on patient appointments.

• Monitor patient schedules, therapist availability, cancellations, and open scheduling needs.

• Coordinate schedules among patients, therapists, and administrative personnel.

• Keep precise records of patient calls, appointments, communications, and patient information.

• Oversee and track parent messages via GroupMe throughout the workday.

• Address or redirect parent inquiries, scheduling requests, cancellations, and concerns.

• Relay parent updates to therapists, BCBAs, front desk staff, or management.

• Interact with insurance companies regarding eligibility, benefits, claims, coverage, and authorization requirements.

• Process or assist with insurance claims and prior authorizations.

• Monitor insurance approvals, authorized units or hours, expiration dates, and service limitations.

• Aid with credentialing-related documentation and insurance prerequisites.

• Convert therapy units based on CPT codes into billable hours.

• Review therapist schedules, identify scheduling gaps, and assist in maximizing therapist schedules.

• Accurately track and report billable hours.

• Create and maintain spreadsheets for schedules, authorizations, billing hours, therapist productivity, and operational needs.

• Utilize Excel functions such as formulas, sorting, and filtering to organize and validate data.

• Safeguard patient records while ensuring the confidentiality of healthcare information.

• Provide document processing, patient correspondence, remote patient monitoring, and healthcare coordination support.

• Assist with scheduling interviews and other administrative projects as assigned.

⛳️ Requirements

• Minimum of 1 year of experience in a medical office, healthcare administration, medical billing, medical scheduling, patient coordination, or a related field.

• Fluency in both Spanish and English; capable of speaking, reading, and writing proficiently in both languages.

• Experience in scheduling, confirming, rescheduling, and tracking patient appointments.

• Understanding of medical billing, insurance verification, claims processing, and prior authorizations.

• Familiarity with medical coding standards, such as ICD-10, CPT, and HCPCS.

• Ability to accurately translate therapy units into billable hours, including 15-minute and 30-minute intervals.

• Strong expertise in Microsoft Excel, encompassing formulas, calculations, sorting, filtering, and data organization.

• Must remain responsive during the scheduled workday.

• Must actively monitor assigned communication platforms, including GroupMe, during working hours.

• Professional and distraction-free remote workspace.

• Must communicate in English clearly and professionally, both verbally and in writing.

• Must provide an NBI Clearance and/or Local Police Clearance prior to onboarding.

• Must be available for video meetings with the camera on when necessary.

• Reliable laptop or desktop computer is required.

• Stable high-speed internet connection of at least 25 Mbps is essential.

• Noise-canceling headset is required.

• Working webcam is necessary.

• Quiet and professional work environment is required.

• Experience with TheraBill or similar medical scheduling/billing systems is preferred but not mandatory.

• Familiarity with GroupMe or similar platforms is preferred.

🏝️ Benefits

• Dedicated HR & Contractor Support Team.

• Premium VPN Access (Optional).

• HIPAA & Cybersecurity Training + Certification (Provided).

• Top 1% VA Performance Training.

• Client-Approved U.S. Holidays.

• Client-Approved Paid or Unpaid Time Off.

• Access to Tools & Resources.

• Optional Performance-Based Incentives.