Bilingual Medical Virtual Assistant - Pediatric Therapy

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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. Originally posted on Himalayas