Bilingual Medical Virtual Assistant – Pediatric Therapy

• Handle 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, communications, and patient information
• Monitor and track parent messages through GroupMe throughout the workday
• Respond to or route parent questions, scheduling requests, cancellations, and concerns
• Communicate parent updates to therapists, BCBA, front desk staff, or management
• 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
• Convert therapy units based on CPT codes into billable hours
• Review therapist schedules, identify scheduling gaps, and help maximize therapist schedules
• Track and report billable hours accurately
• Create and maintain spreadsheets for schedules, authorizations, billing hours, therapist productivity, and operational needs
• Use Excel formulas, sorting, filtering, and other functions to organize and validate data
• Maintain patient records while protecting confidential healthcare information
• Provide document processing, patient correspondence, remote patient monitoring, and healthcare coordination support
• Assist with interview scheduling and additional administrative projects as assigned

• At least 1 year of experience in a medical office, healthcare administration, medical billing, medical scheduling, patient coordination, or a similar role
• Fluent Spanish and English communication; able to speak, read, and write fluently in both languages
• Experience scheduling, confirming, rescheduling, and tracking patient appointments
• Knowledge of medical billing, insurance verification, claims processing, and prior authorizations
• Familiarity with medical coding standards, including ICD-10, CPT, and HCPCS
• Ability to accurately convert therapy units into billable hours, including 15-minute and 30-minute units
• Strong proficiency in Microsoft Excel, including formulas, calculations, sorting, filtering, and data organization
• Must remain responsive throughout the scheduled workday
• Must actively monitor assigned communication platforms, including GroupMe, throughout working hours
• Professional and distraction-appropriate remote workspace
• Must speak and write English clearly and professionally
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding
• Must be available to attend video meetings with camera on when required
• Reliable laptop or desktop computer
• Stable high-speed internet connection of at least 25 Mbps
• Noise-canceling headset
• Working webcam
• Quiet and professional work environment
• TheraBill or similar medical scheduling/billing system experience preferred but not required
• GroupMe or similar platform experience preferred

• Dedicated HR & Contractor Support Team
• Premium VPN Access (Optional)
• HIPAA & Cybersecurity Training + Certification (Provided)
• Top 1% VA Performance Training
• Client-Approved U.S. Holidays
• Client-Approved Paid or Unpaid Time Off
• Access to Tools & Resources
• Optional Performance-Based Incentives