Bilingual Medical Virtual Assistant - Pediatric Therapy

Job Title:
Bilingual Medical Virtual Assistant — Pediatric Therapy
Position Type:
Full-Time

Work Hours:

7:30 AM - 4:00 PM Eastern Time
Work Days:
Monday to Friday
Salary: $6-$7 per hour, depending on experience
Job Code: VC-LT
Workplace:
Remote
Preferred Candidate

Location:

LATAM

Our client is a pediatric therapy provider serving children and families throughout Orlando, Florida. The practice provides specialized services, including Speech Therapy, Physical Therapy, Occupational Therapy, and Applied Behavior Analysis (ABA).

They are seeking a highly organized, detail-oriented Bilingual Medical Virtual Assistant — Pediatric Therapy to support scheduling, billing, insurance coordination, patient communication, Excel-based tracking, and daily administrative operations.

This is a fast-paced role that requires fluent Spanish and English communication, strong Excel skills, excellent follow-through, attention to detail, and the ability to manage multiple responsibilities throughout the workday.

Camera-On Communication Requirement: To support faster, real-time communication and collaboration, team members are expected to keep their camera ON during scheduled working hours. This allows management and team members to quickly connect when questions, updates, or assistance are needed.

• Handle a high volume of 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, and communications.
• Follow up on unresolved scheduling or patient communication items.

• Actively monitor and track parent messages through Group Me throughout the entire workday.
• Respond to or route parent questions, scheduling requests, cancellations, and concerns appropriately.
• Ensure parent messages are acknowledged and handled in a timely manner.
• Track outstanding parent requests and follow up until resolved.
• Communicate important parent updates to the appropriate therapist, BCBA, front desk staff, or management team.
• Update schedules and tracking systems when changes are made based on parent communication.

• 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.
• Follow up with insurance companies regarding outstanding claims, authorizations, or documentation.

• Convert therapy units based on CPT codes into billable hours for scheduling and billing purposes.
• Understand varying unit durations, including 15-minute and 30-minute units.
• Review therapist schedules to ensure required billable hours are being met.
• Identify scheduling gaps and assist with maximizing therapist schedules.
• Track and report billable hours accurately for insurance and internal records.
• Maintain accurate authorization and billing information to help prevent scheduling beyond approved hours.

• Create and maintain spreadsheets for patient schedules, insurance authorizations, billing hours, therapist productivity, and other operational needs.
• Use Excel formulas to calculate billable hours, convert units into hours, and organize data.
• Use sorting,…