[Hiring] Medical Virtual Assistant @Winning Assistants

Role Description

The Medical Virtual Assistant – (Bilingual Spanish-English) will focus on scheduling, billing, and insurance coordination, requiring strong Excel skills, including formulas, data tracking, billable hour calculations, and data management.

• 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.
• 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.
• 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.
• 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.
• 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.

Qualifications

• 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).

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.

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.