Medical Virtual Receptionist

Job Title: Spanish-Bilingual Medical Virtual Receptionist
Position Type: Full-Time (40 hours per week)
Work Hours: 11:00 AM – 8:00 PM Pacific Time (1-hour unpaid lunch break)
Work Days: Monday-Friday
Salary: $6–$8 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Latin America

About the Practice

Our Client runs a specialized physical therapy practice based in California, dedicated to providing compassionate, personalized care focused on women's pelvic floor and abdominal health. Our services support patients experiencing pelvic pain, urinary incontinence, pregnancy and postpartum recovery, pelvic organ prolapse, core dysfunction, and related conditions.

As the practice continues to grow, they are looking for a confident, proactive, and patient-focused Bilingual Medical Virtual Receptionist to help manage daily front desk operations and deliver an exceptional patient experience.

This is more than just answering phone calls! They need someone who can take ownership of patient scheduling, appointment follow-ups, waitlist management, and administrative coordination while ensuring patients feel supported throughout their care journey.

Key Responsibilities

1. Patient Scheduling & Appointment Management (Top Priority)

• Schedule initial evaluations, follow-up appointments, cancellations, and rescheduled visits using Jane App.
• Proactively contact patients to schedule appointments and coordinate approved treatment visits, including multiple-session treatment plans.
• Manage patient waitlists and actively fill available appointment slots resulting from cancellations.
• Follow up with patients who have remaining authorized visits but have not scheduled their appointments.
• Coordinate provider schedules to ensure smooth daily operations and efficient appointment utilization.
• Support scheduling needs as the practice expands and adds additional providers.

2. Patient Communication & Follow-Ups

• Handle approximately 20 or more inbound calls daily, along with high-volume text messages and outbound calls.
• Respond promptly and professionally to patient inquiries, missed calls, voicemails, and scheduling requests.
• Communicate confidently and compassionately with English- and Spanish-speaking patients.
• Explain appointment availability, scheduling procedures, and general practice policies.
• Assist patients with scheduling insurance-authorized visits, including Kaiser referrals, following established practice guidelines.
• Conduct proactive patient outreach to encourage continuity of care and minimize missed scheduling opportunities.
• Follow up regarding available services or treatment packages as directed by the practice.
• Escalate clinical questions or concerns to the appropriate healthcare professionals.

3. Front Desk Administration & Patient Intake

• Send patient intake forms, registration documents, and required paperwork before scheduled appointments.
• Monitor incomplete forms and proactively follow up with patients to ensure timely completion.
• Maintain accurate and updated patient information and administrative records in Jane App.
• Coordinate with office management and billing personnel regarding insurance authorizations, scheduling concerns, and other administrative issues.
• Maintain daily checklists, trackers, and follow-up records to monitor completed and pending tasks.
• Identify missing patient information or documentation early to prevent appointment delays.
• Provide timely updates on outstanding tasks and escalate issues requiring additional assistance.

Systems & Tools

• Jane App: Patient scheduling, administrative chart management, and practice management.
• Google Voice: Inbound and outbound calls, voicemail management, and patient text messaging.
• Daily Checklists & Trackers: Task management, patient follow-ups, and administrative accountability.
• Other Practice Systems: Additional client-provided tools as needed.

What Success Looks Like

• Patient calls, messages, and voicemails are addressed promptly.
• Provider schedules are accurately maintained, with proactive efforts to fill cancellations and available appointment slots.
• Patients receive consistent follow-ups regarding appointments and authorized treatment visits.
• Intake forms and administrative documentation are completed before appointments.
• Patient records remain accurate, organized, and updated.
• Daily responsibilities are completed independently, with clear communication about pending or escalated matters.

Requirements

Required Qualifications

• Previous experience as a Medical Receptionist, Healthcare Virtual Assistant, Patient Scheduling Coordinator, or Medical Front Desk Specialist.
• Hands-on experience with patient scheduling, appointment coordination, intake processing, and administrative follow-ups.
• Strong English and Spanish communication skills, both verbal and written, to assist a bilingual patient population.
• Experience using an Electronic Health Record (EHR) or healthcare practice management system.
• Comfortable managing high-volume inbound and outbound calls, text messages, and voicemails.
• Knowledge of HIPAA regulations, patient confidentiality, and appropriate handling of sensitive medical information.
• Strong organizational skills with the ability to manage multiple responsibilities independently.
• Confident, assertive, and compassionate communication skills when assisting patients.
• Ability to take initiative, solve problems, and follow through on tasks without constant supervision.
• Must be available to work the required Pacific Time schedule.

Preferred Qualifications

• Experience working in physical therapy, rehabilitation, chiropractic, or outpatient healthcare settings.
• Familiarity with Jane App or similar medical scheduling and practice management platforms.
• Experience using Google Voice or comparable cloud-based phone systems.
• Knowledge of insurance-authorized treatment scheduling, particularly Kaiser referrals.
• Experience managing patient waitlists, coordinating multiple providers, and improving appointment utilization.
• Familiarity with multi-visit treatment plans and patient follow-up workflows.

Note: A medical degree, active clinical license, or previous virtual assistant experience is not specifically required. Relevant healthcare front desk or scheduling experience is essential.

Basic Requirements

• Must be proficient in speaking and writing English clearly and professionally, in addition to Spanish.
• Must have relevant healthcare administrative or front desk experience.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding (mandatory).
• Must be available for video meetings with the camera on when needed.
• Must demonstrate professionalism, reliability, accountability, and strong attention to detail.

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.

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.