Medical Virtual Assistant (Spanish-English Bilingual) – Front Desk & Administrative Support

Scope of Work / Responsibilities

Our client is a U.S.-based healthcare practice that provides physical therapy services, focused on delivering patient-centered care and a smooth, professional front-desk experience. The Medical Virtual Assistant will support daily administrative and front-desk operations while serving as a key point of contact for patients.

Key responsibilities include:

• Greeting patients virtually and assisting with the check-in process. Conducting face-to-face patient interactions via tablet during check-in
• Collecting patient co-pays and deductibles and confirming patient details
• Answering inbound phone calls and responding to patient inquiries
• Scheduling, confirming, and managing patient appointments accurately
• Performing patient communication and follow-ups
• Supporting patient care coordination through remote administrative tasks
• Completing back-end administrative support as needed
• Entering and maintaining accurate patient data in the patient management system
• Using EMR/EHR systems (WebPT experience preferred)
• Remaining present in a virtual video conference room with camera on for the entire shift to support real-time collaboration

Requirements

• At least 1 year of experience in medical administration, healthcare support, or a healthcare front desk role (including virtual assistant experience)
• Prior and strong experience in handling patient scheduling and inbound calls in a healthcare setting.
• Proven experience collecting patient co-pays and deductibles, including discussing payments professionally and in a patient-friendly manner
• Comfortable using EMR/EHR systems (experience with WebPT is an advantage)

• Strong fluency in both English and Spanish is required. Able to communicate clearly, professionally, and empathetically with patients in both languages
• Must be confident being on camera and engaging patients in real time. Confident in tablet-based, patient-facing virtual interactions
• Proactive, reliable, and able to work independently
• Detail-oriented with strong organizational skills
• Proficiency in WebPT and Optimum is a plus

Basic Requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 15 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.