[Hiring] Spanish-Speaking Medical Virtual Assistant @Winning Assistants

Role Description

Our client is looking for an experienced, proactive, and highly personable Medical Virtual Assistant to support insurance and claims management, patient communication, referrals, documentation, and day-to-day administrative operations.

Spanish fluency is highly preferred but not required. We are especially interested in candidates who are comfortable communicating with Spanish-speaking patients and reviewing bilingual materials.

The ideal candidate is more than a task-taker. We are looking for a dependable growth partner who takes initiative, follows through consistently, and is comfortable providing respectful accountability and reminders when important tasks remain incomplete.

Key Responsibilities

• Insurance & Claims Management
  • Conduct insurance eligibility verification and pre-checking before patient services.
  • Follow up consistently on outstanding, unpaid, rejected, or denied insurance claims.
  • Monitor claims status and ensure timely follow-up until issues are resolved.
  • Identify and help resolve insurance issues before patients are billed.
  • Maintain accurate records of insurance and claims-related activities.
• Patient Communication & Follow-Up
  • Handle inbound and outbound patient phone calls with warmth, professionalism, and empathy.
  • Assist with patient scheduling and appointment coordination.
  • Conduct proactive patient follow-ups and provide additional support when patients are confused or frustrated.
  • Communicate with Spanish-speaking patients when needed.
  • Proofread Spanish translations and review bilingual patient documents.
  • Maintain a friendly, patient-focused communication style that feels like a “friend helping a friend.”
• Referrals & Documentation
  • Coordinate referrals and communicate with referring providers.
  • Track incomplete notes and documentation.
  • Proactively and consistently follow up with Kelly regarding incomplete notes, outstanding documentation, and priorities.
  • Ensure completed documentation is sent to the appropriate providers.
  • Maintain organized tracking systems for referrals, follow-ups, deadlines, and outstanding tasks.
• Administrative & Program Support
  • Assist with general office management, organization, and accountability reminders.
  • Format documents and proofread newsletters for grammar, clarity, and professionalism.
  • Support the culinary medicine program through recipe review, curriculum proofreading, and medical student coordination.
  • Provide administrative support for diabetes boards and committees.
  • Assist with Pump/Omnipod training coordination as the program develops.
  • Help organize priorities and ensure important tasks do not fall through the cracks.

Qualifications

• Previous healthcare, medical office, or Medical VA experience is strongly preferred.
• Hands-on experience with insurance verification, eligibility/pre-checking, claims follow-up, unpaid claims, and denied claims is highly preferred.
• Spanish fluency is highly preferred but not required.
• Experience with Healthie EHR is an advantage.
• Strong patient communication and professional phone etiquette.
• Exceptionally warm, personable, patient, and empathetic.
• Highly organized with excellent attention to detail.
• Strong follow-up and task-management skills.
• Proactive and comfortable taking initiative without constant supervision.
• Comfortable providing persistent but respectful accountability and reminders.
• Strong problem-solving skills and ability to manage multiple priorities.
• Reliable and responsive with excellent written and verbal communication skills.
• Comfortable using phone systems, text messaging, and communication/CRM platforms such as Slack, Salesforce, WhatsApp, and Skype.
• Healthcare professionals with an education/teaching background are highly preferred, though this is not required.

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.