Spanish-Bilingual Medical Virtual Receptionist

Winning Assistants

8h • $6 - $8 • Remote

About The Position

The Spanish-Bilingual Medical Virtual Receptionist supports daily front desk operations for a California physical therapy practice specializing in women's pelvic floor and abdominal health. The role focuses on patient scheduling, appointment follow-ups, waitlist management, and administrative coordination, while providing a compassionate, professional experience for English- and Spanish-speaking patients. The position is remote and full-time, with a schedule of Monday through Friday, 11:00 AM to 8:00 PM Pacific Time, including a one-hour unpaid lunch break. The listed pay is $6–$8 per hour, depending on experience.

The receptionist manages appointments and provider schedules using Jane App, communicates with patients by phone, text, and voicemail through Google Voice, sends and tracks intake paperwork, and maintains accurate patient records. The role also involves coordinating administrative matters with office management and billing personnel, following established guidelines for insurance-authorized visits, and escalating clinical questions to healthcare professionals. The posting lists access to contractor support, optional training and tools, and client-approved time-off arrangements; these are described as optional contractor perks, not employee benefits.

Requirements

• Previous experience as a Medical Receptionist, Healthcare Virtual Assistant, Patient Scheduling Coordinator, Medical Front Desk Specialist, or in relevant healthcare administrative/front desk work.
• Hands-on experience with patient scheduling, appointment coordination, intake processing, and administrative follow-ups.
• Strong English and Spanish verbal and written communication skills.
• Experience using an Electronic Health Record (EHR) or healthcare practice management system.
• Comfort 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 and ability to manage multiple responsibilities independently.
• Confident, assertive, and compassionate communication skills.
• Ability to take initiative, solve problems, and follow through without constant supervision.
• Availability to work the required Pacific Time schedule, Monday through Friday, 11:00 AM–8:00 PM, with a one-hour unpaid lunch break.
• Proficiency speaking and writing English clearly and professionally, in addition to Spanish.
• Must submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for video meetings with the camera on when needed.
• Professionalism, reliability, accountability, and strong attention to detail.
• 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.

Nice To Haves

• Experience 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.

Responsibilities

• Schedule initial evaluations, follow-up appointments, cancellations, and rescheduled visits in Jane App.
• Proactively contact patients to schedule appointments and coordinate approved treatment visits, including multi-session treatment plans.
• Manage patient waitlists and fill appointment slots opened by cancellations.
• Follow up with patients who have remaining authorized visits but have not scheduled.
• Coordinate provider schedules and support scheduling as the practice adds providers.
• Handle inbound calls, text messages, outbound calls, missed calls, voicemails, and scheduling requests promptly and professionally.
• Communicate appointment availability, scheduling procedures, and general practice policies in English and Spanish.
• Assist with scheduling insurance-authorized visits, including Kaiser referrals, according to practice guidelines.
• Conduct patient outreach to encourage continuity of care and follow up about services or treatment packages as directed.
• Escalate clinical questions or concerns to appropriate healthcare professionals.
• Send intake forms, registration documents, and required paperwork before appointments.
• Monitor incomplete forms and follow up with patients to ensure timely completion.
• Maintain accurate patient information and administrative records in Jane App.
• Coordinate with office management and billing personnel about insurance authorizations, scheduling concerns, and other administrative issues.
• Maintain daily checklists, trackers, and follow-up records; report outstanding tasks and escalate issues as needed.
• Identify missing patient information or documentation early to help prevent appointment delays.

Benefits

• Access to a dedicated HR and contractor support team for questions, guidance, contract matters, and client communication.
• Optional premium VPN license upon request.
• HIPAA compliance and cybersecurity training and certification provided.
• Access to proprietary virtual assistant performance training.
• Client-approved U.S. holidays off according to client needs and schedule.
• Client-approved paid or unpaid time off may be available; paid time off is optional and only if offered by the client.
• Access to templates, workflow guides, productivity tools, and client-specific SOP support.
• Some clients may offer optional performance-based bonuses, incentives, or increased hours.
• The listed resources and allowances are optional contractor perks and are not employee benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed