Bilingual Medical Virtual Assistant

Job Title: Bilingual Medical Virtual Assistant — Pediatric Therapy
Position Type: Full-Time
Work Hours: 7:30 AM - 4:00 PM Eastern Time
Work Days: Monday to Friday
Salary: $6-$7 per hour, depending on experience
Job Code: VC-LT
Workplace: Remote
Preferred Candidate Location: LATAM

About the Client & Role

Our client is a pediatric therapy provider serving children and families throughout Orlando, Florida. The practice provides specialized services, including Speech Therapy, Physical Therapy, Occupational Therapy, and Applied Behavior Analysis (ABA).

They are seeking a highly organized, detail-oriented Bilingual Medical Virtual Assistant — Pediatric Therapy to support scheduling, billing, insurance coordination, patient communication, Excel-based tracking, and daily administrative operations.

This is a fast-paced role that requires fluent Spanish and English communication, strong Excel skills, excellent follow-through, attention to detail, and the ability to manage multiple responsibilities throughout the workday.

Scope of Work / Responsibilities

Patient Calls, Scheduling & Communication

• Handle a high volume of patient calls, referrals, scheduling requests, and general inquiries.
• Schedule, confirm, reschedule, and follow up on patient appointments.
• Track patient schedules, therapist availability, cancellations, and open scheduling needs.
• Coordinate schedules between patients, therapists, and administrative staff.
• Maintain accurate records of patient calls, appointments, and communications.
• Follow up on unresolved scheduling or patient communication items.

GroupMe Parent Communication & Tracking

• Actively monitor and track parent messages through GroupMe throughout the entire workday.
• Respond to or route parent questions, scheduling requests, cancellations, and concerns appropriately.
• Ensure parent messages are acknowledged and handled in a timely manner.
• Track outstanding parent requests and follow up until resolved.
• Communicate important parent updates to the appropriate therapist, BCBA, front desk staff, or management team.
• Update schedules and tracking systems when changes are made based on parent communication.

Insurance, Claims & Credentialing Support

• Communicate with insurance companies regarding eligibility, benefits, claims, coverage, and authorization requirements.
• Process or assist with insurance claims and prior authorizations.
• Track insurance approvals, authorized units or hours, expiration dates, and service limitations.
• Assist with credentialing-related documentation and insurance requirements.
• Follow up with insurance companies regarding outstanding claims, authorizations, or documentation.

Billing, Unit Tracking & Schedule Coordination

• Convert therapy units based on CPT codes into billable hours for scheduling and billing purposes.
• Understand varying unit durations, including 15-minute and 30-minute units.
• Review therapist schedules to ensure required billable hours are being met.
• Identify scheduling gaps and assist with maximizing therapist schedules.
• Track and report billable hours accurately for insurance and internal records.
• Maintain accurate authorization and billing information to help prevent scheduling beyond approved hours.

Excel-Based Tracking & Data Management

• Create and maintain spreadsheets for patient schedules, insurance authorizations, billing hours, therapist productivity, and other operational needs.
• Use Excel formulas to calculate billable hours, convert units into hours, and organize data.
• Use sorting, filtering, formulas, and other Excel functions confidently.
• Maintain organized, accurate, and up-to-date spreadsheets.
• Review data for errors and discrepancies before submitting or reporting information.
• Assist with creating reports and tracking outstanding administrative items.

Administrative & Operational Support

• Maintain and update patient records while protecting confidential healthcare information.
• Provide general administrative support, including document processing and patient correspondence.
• Assist with remote patient monitoring or healthcare coordination when needed.
• Maintain internal tracking spreadsheets and administrative records.
• Assist with scheduling interviews and coordinating applicant availability when requested.
• Support management with additional administrative projects and responsibilities as assigned.

Tools You'll Use

• Microsoft Excel
• GroupMe