Medical Virtual Receptionist, Spanish-Bilingual

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

📋 Description

• Schedule initial assessments, follow-up visits, cancellations, and rescheduled appointments using Jane App.

• Proactively reach out to patients to arrange appointments and coordinate approved treatment sessions.

• Manage patient waitlists and fill appointment openings created by cancellations.

• Follow up with patients who have authorized visits left but have yet to schedule them.

• Coordinate provider schedules and assist with scheduling as the practice grows.

• Handle approximately 20 or more inbound calls daily, along with a high volume of text messages and outbound calls.

• Address patient inquiries, missed calls, voicemails, and scheduling requests.

• Explain appointment availability, scheduling processes, and general practice policies.

• Assist with scheduling visits authorized by insurance, including Kaiser referrals.

• Conduct outreach to ensure continuity of care and minimize missed scheduling opportunities.

• Escalate clinical inquiries or concerns to healthcare professionals.

• Distribute patient intake forms, registration documents, and necessary paperwork.

• Monitor incomplete forms and follow up to ensure timely completion.

• Maintain accurate patient data and administrative records within the Jane App.

• Collaborate with office management and billing staff on authorizations and administrative matters.

• Keep daily checklists, trackers, and follow-up records up to date.

• Identify any missing patient information or documentation to prevent appointment delays.

• Provide updates on pending tasks and escalate issues that require assistance.

⛳️ Requirements

• Prior experience as a Medical Receptionist, Healthcare Virtual Assistant, Patient Scheduling Coordinator, or Medical Front Desk Specialist.

• Practical experience with patient scheduling, appointment coordination, intake processing, and administrative follow-ups.

• Proficient in both English and Spanish communication skills, both verbal and written.

• Experience with an Electronic Health Record (EHR) or healthcare practice management system.

• Comfortable managing high-volume inbound and outbound calls, text messages, and voicemails.

• Knowledge of HIPAA regulations, patient confidentiality, and management of sensitive medical information.

• Strong organizational abilities and the capability to handle multiple responsibilities independently.

• Confident, assertive, and empathetic communication with patients.

• Ability to take initiative, resolve issues, and follow through without constant supervision.

• Availability to work according to the Pacific Time schedule.

• Must be able to provide an NBI Clearance and/or Local Police Clearance background check prior to onboarding.

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

• Reliable laptop or desktop computer required.

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

• Noise-canceling headset is required.

• A working webcam is necessary.

• Quiet and professional work environment is a must.

• Professional proficiency in both English and Spanish is required.

• Relevant experience in healthcare administration or front desk operations is needed.

🏝️ 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.

• Optional contractor perks and client-approved allowances.