Bilingual Medical Virtual Assistant - (Spanish-English)

Job Title: Medical Virtual Assistant – (Bilingual Spanish-English) Job Code [VC-LTPTM-5B] Position Type: Full-time Work Hours: 9:00 AM - 5:00 PM Eastern Daylight Time Work days: Monday - Friday  Rate: $6 - $7 / hour

About the CompanyThe company is a pediatric therapy provider delivering care to children and their families throughout Orlando, Florida. The practice offers specialized services including speech therapy, physical therapy, occupational therapy, and Applied Behavior Analysis (ABA) therapy, supporting children’s developmental and behavioral needs. This role focuses on scheduling, billing, and insurance coordination, and requires strong Excel skills, including formulas, data tracking, billable hour calculations, and data management.

Key Responsibilities: 1.Patient Calls, Scheduling & Tracking • Handle a high volume of incoming patient calls, referrals, and general inquiries • Schedule, confirm, and follow up on patient appointments • Maintain accurate and organized records of patient calls, appointments, and communications • Track patient schedules, therapist availability, and service coordination

2. Insurance Communication, Claims & Credentialing• Communicate with insurance companies regarding coverage, claims, and authorization requirements • Process insurance claims and assist with prior authorizations • Apply medical coding (ICD-10, CPT, HCPCS) for accurate claim submission • Assist with credentialing-related documentation and insurance requirements • Track insurance approvals, authorizations, and limitations to support scheduling and billing

3. Billing, Unit Tracking & Scheduling Coordination • Convert therapy units (based on CPT codes) into billable hours for scheduling and billing purposes • Review therapist schedules to ensure required billable hours are met and identify gaps • Track and report billable hours accurately for insurance and internal records • Apply understanding of varying unit durations (e.g., 15-minute or 30-minute units) when scheduling services

4. Excel-Based Tracking & Data Management • Create and maintain spreadsheets for patient schedules, insurance authorizations, and billing hours • Use Excel formulas to calculate billable hours and convert units into hours • Organize and analyze data using sorting, filtering, and pivot tables • Maintain accurate, structured, and up-to-date records of appointments, authorizations, and patient communications

5. Administrative & Operational Support • Maintain and update patient records in compliance with healthcare regulations and confidentiality standards • Provide general administrative support, including document processing and patient correspondence • Assist with remote patient monitoring coordination when needed • Schedule interviews for Indeed candidates and coordinate availability • Maintain supervision and tracking spreadsheets to ensure accurate records