Job Title: Medical Virtual Assistant – (Bilingual Spanish-English)

Position Type: Full-time Work Hours: 9:00 AM - 5:00 PM Eastern Standard Time

Work days: Monday - Friday Rate: $7 - $8 / hour 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

- 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

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.

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.

📌 Medical Virtual Assistant - (Bilingual Spanish-English) (Colombia)
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📍 Colombia