Bilingual Virtual Assistant (English/Spanish) Receptionist

We are hiring a Bilingual Medical Virtual Assistant to support an Internal Medicine practice. This role requires someone with strong English and Spanish communication skills, especially over the phone, since a large part of the work involves speaking directly with patients, coordinating appointments, handling follow-ups, and keeping communication clear and professional.

This is a patient-facing support role that directly affects clinic flow, patient experience, and day-to-day operational efficiency. The ideal candidate is organized, dependable, confident on calls, and able to manage scheduling, insurance-related tasks, and administrative follow-through with accuracy.

• Strong bilingual communication skills in both English and Spanish

• Confident and professional on phone calls

• Strong patient coordination and scheduling ability

• High attention to detail and reliable follow-through

• Handle a high volume of inbound and outbound phone calls with patients, pharmacies, payer offices, and other healthcare contacts

• Communicate clearly and professionally in both English and Spanish

• Provide appointment reminders, follow-up calls, rescheduling support, and general patient assistance

• Answer routine patient questions and escalate concerns appropriately

• Maintain a calm, patient-friendly tone, especially when dealing with elderly patients or complex situations

• Manage new and existing patient scheduling through phone, email, and text

• Maintain provider calendars accurately and help prevent gaps, overlaps, or scheduling errors

• Confirm appointments and manage cancellations, reschedules, and waitlist coordination

• Conduct pre-visit outreach and communicate next steps clearly to patients

• Ensure accurate patient demographics, appointment notes, and call outcomes are documented in the system

• Verify patient eligibility and benefits before appointments

• Confirm copays, deductibles, covered services, and authorization requirements

• Identify insurance issues early and communicate them clearly to patients and internal staff

• Document verification results accurately in the EMR and any internal trackers

• Escalate unresolved payer issues and follow through until completed

• Process referral-related tasks and ensure required documents are complete

• Initiate and follow up on prior authorization requests as needed

• Track pending items, approvals, denials, and required follow-up actions

• Coordinate with payer offices, provider offices, and internal team members to avoid delays

• Maintain accurate, timely, and consistent documentation

• Support daily administrative workflows such as inbox management, task queues, forms, uploads, and follow-up tracking

• Handle patient information in a HIPAA-compliant manner

• Provide status updates proactively and complete assigned tasks with minimal follow-up

• Excellent verbal and written communication skills in both English and Spanish

• Previous experience handling phone calls in a patient-facing, customer-facing, or healthcare support role

• Strong confidence speaking with patients over the phone, including appointment coordination and follow-up calls

• Highly organized, detail-oriented, and able to manage multiple tasks accurately

• Able to work independently and communicate updates clearly

• Reliable computer setup, headset, and stable internet connection for remote work

• HIPAA knowledge or experience with HIPAA-compliant workflows

• Clinical or healthcare background

• Familiarity with EMR/EHR systems

• Experience supporting internal medicine, primary care, or similar outpatient practices

Originally posted on Himalayas