[Hiring] Bilingual VA Medical Admin - Personal Injury / MedPay @Staffing for Doctors

Role Description

We are seeking a Bilingual English/Spanish Virtual Medical Administrative Assistant to support a busy chiropractic practice specializing in Personal Injury (PI), MedPay, attorney liens, insurance coordination, and DOT examinations. This position is highly focused on Personal Injury administrative workflows, patient communication, insurance/MedPay follow-up, attorney coordination, and new-patient lead conversion.

The ideal candidate should have hands-on experience working with Personal Injury patients and insurance-related cases, understand how MedPay and attorney liens are handled, and be comfortable communicating with patients, attorneys, law offices, insurance adjusters, and medical providers. Strong phone skills are essential.

Top Responsibilities

• Personal Injury, MedPay & Attorney Lien Coordination
  • Assist with the intake and coordination of new Personal Injury patients.
  • Collect accident, attorney, insurance, and claim information.
  • Determine whether a patient has MedPay coverage, when applicable.
  • Obtain and document available MedPay information, including insurance carrier, claim information, policy details, and available case/claim numbers.
  • Follow up with insurance companies and adjusters regarding MedPay-related information.
  • Communicate with attorneys and law offices regarding patient cases.
  • Obtain and document attorney contact information and case details.
  • Understand and work with attorney liens / lien-based treatment according to the practice's procedures.
  • Request, track, and follow up on Letters of Protection (LOPs), attorney liens, or related documentation, when applicable.
  • Confirm whether the attorney is representing the patient and obtain the appropriate law-office contact information.
  • Communicate with attorneys regarding treatment status, records, billing, and case-related administrative questions.
  • Track outstanding information required to move a PI case forward.
  • Maintain accurate documentation of insurance, attorney, claim, and case information in the appropriate system.
  • Follow up on incomplete PI files and missing documentation.
  • Escalate issues involving coverage, authorization, liability, or billing to the appropriate member of the practice.
  • Maintain strict HIPAA compliance when handling patient and case information.
• Obtaining Case Numbers & Information From Providers, Attorneys and Insurance Companies
  • Contact Attorneys / Law Offices to request the attorney's name and contact information.
  • Obtain the patient's case number/file number, when applicable.
  • Confirm representation of the patient.
  • Request lien/LOP documentation when required.
  • Confirm where medical records and billing should be sent.
  • Follow up on missing or incomplete case information.
  • Contact Insurance Companies / Adjusters to obtain the claim number.
  • Identify the assigned adjuster.
  • Obtain adjuster contact information.
  • Confirm available MedPay coverage and relevant policy information.
  • Document insurance information accurately.
  • Follow up when information is missing or pending.
  • Contact Medical Providers / Referral Sources to obtain referral information.
  • Request the appropriate case/reference number when applicable.
  • Confirm where records or documentation should be sent.
  • Coordinate patient information between providers.
  • Follow up on missing records or referral documentation.
• Phone & Patient Support
  • Handle inbound and outbound calls.
  • Provide phone coverage during regular business hours.
  • Provide Saturday morning phone coverage.
  • Respond promptly to new-patient inquiries.
  • Schedule new patients.
  • Prioritize and schedule Personal Injury referrals.
  • Follow up on missed calls and new leads.
  • Collect patient demographics and referral information.
  • Explain basic administrative processes to patients.
  • Communicate professionally with patients in English and Spanish.
  • Follow up with patients who have not yet scheduled.
  • Maintain a professional, empathetic, and confident phone presence.
  • Identify opportunities to convert inquiries into scheduled appointments.
• Insurance & Medical Administrative Support
  • Insurance verification and information gathering.
  • MedPay information gathering and follow-up.
  • Personal Injury insurance coordination.
  • Workers' Compensation-related administrative support.
  • Communicating with insurance adjusters.
  • Communicating with attorneys and law offices.
  • Tracking outstanding insurance information.
  • Requesting and following up on medical records.
  • Maintaining accurate patient and insurance documentation.
  • Coordinating referrals.
  • Following HIPAA and patient confidentiality requirements.
  • Escalating coverage or billing questions when appropriate.
• Marketing, Lead Generation & Business Development
  • Conduct outbound calls to prospective patients and leads.
  • Follow up with DOT examination inquiries.
  • Convert inquiries into scheduled appointments.
  • Re-engage leads who have not scheduled.
  • Maintain organized lead follow-up.
  • Follow up consistently until a lead has a clear outcome.
  • Identify potential referral opportunities.
  • Assist with outreach to potential referral sources.
  • Support business-development initiatives.
  • Help increase appointment volume for DOT examinations.
  • Maintain accurate lead and contact information.

Qualifications

• Bilingual English/Spanish – required
• 2+ years of experience supporting a U.S.-based medical practice.
• Strong inbound and outbound phone experience.
• Excellent English and Spanish communication skills.
• Medical appointment scheduling experience.
• Strong patient/customer service skills.
• Experience communicating with patients by phone.
• Strong organizational and follow-up skills.
• Ability to handle confidential patient information.
• Understanding of HIPAA and patient confidentiality.
• Comfortable making outbound calls to patients, attorneys, providers, and insurance companies.

Requirements

• Personal Injury (PI) medical office experience
• MedPay experience
• Attorney lien / LOP experience
• Insurance verification or insurance coordination
• Workers' Compensation experience
• Experience obtaining claim numbers
• Experience obtaining case numbers from attorneys or law firms
• Experience communicating with insurance adjusters
• Experience communicating with personal injury attorneys
• Chiropractic office experience
• Medical records experience
• Referral coordination
• DOT examination experience
• Lead generation and conversion
• Business development
• ChiroTouch Cloud
• RingCentral

Schedule & Compensation

• Employment Type: Full-Time – 40 hours per week
• Schedule: Monday–Friday, plus Saturday morning coverage
• Hours: 10:00 AM–7:00 PM EST, Monday–Friday
• Saturday: Morning shift; specific hours to be determined by the practice
• Compensation: Hourly rate is negotiable and will be determined based on the candidate’s experience, professional background, and relevant expertise, particularly in Personal Injury, MedPay, insurance coordination, attorney communication, and medical administration.