Medical Virtual Assistant - (Bilingual Spanish-English)

About the Company

The company is a pediatric therapy provider delivering care to children and their families throughout Orlando, Florida. The practice offers specialized services including speech therapy , physical therapy , occupational therapy , and Applied Behavior Analysis (ABA) therapy , supporting children’s developmental and behavioral needs.

This role focuses on scheduling, billing, and insurance coordination, and requires strong Excel skills, including formulas, data tracking, billable hour calculations, and data management.

Key Responsibilities:

1. Patient Calls, Scheduling & Tracking

• Handle a high volume of incoming patient calls, referrals, and general inquiries
• Schedule, confirm, and follow up on patient appointments
• Maintain accurate and organized records of patient calls, appointments, and communications
• Track patient schedules, therapist availability, and service coordination

2. Insurance Communication, Claims & Credentialing

• Communicate with insurance companies regarding coverage, claims, and authorization requirements
• Process insurance claims and assist with prior authorizations
• Apply medical coding ( ICD-10 , CPT , HCPCS ) for accurate claim submission
• Assist with credentialing-related documentation and insurance requirements
• Track insurance approvals, authorizations, and limitations to support scheduling and billing

3. Billing, Unit Tracking & Scheduling Coordination

• Convert therapy units (based on CPT codes ) into billable hours for scheduling and billing purposes
• Review therapist schedules to ensure required billable hours are met and identify gaps
• Track and report billable hours accurately for insurance and internal records
• Apply understanding of varying unit durations (e.g., 15-minute or 30-minute units) when scheduling services

4. Excel-Based Tracking & Data Management

• Create and maintain spreadsheets for patient schedules, insurance authorizations, and billing hours
• Use Excel formulas to calculate billable hours and convert units into hours
• Organize and analyze data using sorting, filtering, and pivot tables
• Maintain accurate, structured, and up-to-date records of appointments, authorizations, and patient communications

5. Administrative & Operational Support

• Maintain and update patient records in compliance with healthcare regulations and confidentiality standards
• Provide general administrative support, including document processing and patient correspondence
• Assist with remote patient monitoring coordination when needed
• Schedule interviews for Indeed candidates and coordinate availability
• Maintain supervision and tracking spreadsheets to ensure accurate records

Requirements

• At least 1 year of experience in a similar role (Medical Receptionist, Billing Specialist, Patient Coordinator, or Medical Administrative Assistant)
• Knowledge of medical billing, insurance verification, and claims processing
• Experience communicating with insurance providers regarding claims, coverage, or authorization requests
• Familiarity with credentialing processes and prior authorization procedures
• Familiarity with medical coding standards ( ICD-10 , CPT , HCPCS )
• Spanish-speaking preferred (team operates in a bilingual environment)

Core Role Requirements:

• Strong scheduling skills with the ability to manage a high volume of calls and referrals
• Experience with TheraBill or similar systems, or strong scheduling system proficiency
• Proficiency in Excel , including formulas, data organization, and reporting
• Ability to convert therapy units into billable hours and apply this in scheduling and billing
• Strong attention to detail with the ability to review and double-check work for accuracy
• Clear and direct communication skills, with the ability to provide complete and accurate responses
• Strong English communication and organizational skills
• Ability to handle patient-sensitive information with confidentiality and professionalism
• Experience with remote patient monitoring or healthcare coordination is an advantage

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.