About the Role
We are seeking an experienced Bilingual Virtual Medical Receptionist / Front Office Administrative Assistant to become a true extension of a busy U.S. medical practice.
This is a highly patient-facing position responsible for patient calls, scheduling, insurance verification, prior authorizations, medication refill coordination, and administrative follow-up. The ideal candidate is warm, organized, accountable, and proactive—you should be comfortable taking ownership of tasks from start to finish rather than waiting to be told what to do.
As one of the first points of contact for patients, you will be expected to provide a professional and compassionate experience in both English and Spanish.
Key Responsibilities
Patient Calls – Primary Focus
- Handle high-volume inbound and outbound calls in English and Spanish.
- Answer general patient questions and provide appropriate front-office support.
- Take accurate and detailed messages and route clinical questions to the appropriate licensed provider or team member.
- Document all patient communications accurately in Tebra.
- Maintain a professional, warm, and patient-focused phone presence.
Appointment Scheduling
- Schedule new and existing patient appointments.
- Manage provider calendars and appointment availability.
- Handle confirmations, cancellations, rescheduling, and follow-up.
- Proactively follow up with patients to help reduce no-shows.
- Ensure scheduling information is accurately documented in Tebra.
Prior Authorizations
- Submit prior authorization requests for medications, procedures, and imaging.
- Track authorization requests from submission through completion.
- Follow up with insurance carriers regarding pending requests.
- Communicate authorization status and outstanding requirements to providers and patients.
- Maintain accurate documentation of authorization activity.
Insurance Verification
- Verify patient eligibility and benefits.
- Confirm copays, deductibles, coverage, and referral requirements.
- Communicate with insurance carriers when clarification is needed.
- Update insurance information and documentation in Tebra.
Medication Refill Coordination
- Receive and document medication refill requests.
- Route refill requests according to established practice protocols.
- Follow up on outstanding requests as appropriate.
- Do not approve, deny, prescribe, or make clinical decisions regarding medications. All clinical decisions remain with the licensed provider.
Patient Follow-Up & Administrative Support
- Proactively contact patients regarding outstanding items, appointments, authorizations, referrals, or other administrative needs.
- Manage email and inbox communications.
- Update patient demographics and administrative information.
- Provide general front-office administrative support.
- Follow up on pending items until they are resolved or appropriately escalated.
Ideal Candidate
The ideal candidate is someone who thinks and acts like an in-office team member, even while working remotely.
We are looking for someone who:
- Takes ownership of responsibilities from start to finish.
- Follows up on pending authorizations without constantly being reminded.
- Proactively contacts patients when action is needed.
- Investigates insurance issues rather than simply reporting them.
- Knows when to resolve an issue independently and when to escalate it.
- Is warm and professional with patients.
- Is highly organized and detail-oriented.
- Is accountable for completing follow-ups.
- Is coachable and receptive to feedback.
- Understands that they are often the first impression of the medical practice.
Requirements
Required Qualifications
- 2+ years of experience supporting a U.S.-based medical practice.
- Previous medical receptionist, medical front desk, patient coordinator, or medical administrative experience.
- Bilingual English/Spanish is required.
- Excellent, clear, and professional spoken English.
- Strong inbound and outbound phone experience.
- Hands-on experience with appointment scheduling.
- Experience with insurance eligibility and benefits verification.
- Experience handling prior authorizations.
- Strong understanding of HIPAA and patient confidentiality.
- Strong attention to detail and documentation skills.
- Ability to work independently in a remote environment.
- Strong organizational and follow-up skills.
Strongly Preferred
- Tebra experience.
- Female candidates.
- Experience handling medication refill requests.
- Experience working in a high-volume or multi-provider medical practice.
- Referral coordination experience.
- Experience communicating directly with insurance carriers.
- Experience working as a Virtual Medical Assistant or Virtual Medical Receptionist.
Why Join Us?
- Fully remote position supporting an established U.S. medical practice.
- Long-term opportunity for the right candidate.
- Patient-facing role where your communication and organizational skills have a direct impact.
- Opportunity to become a trusted extension of the practice's front-office team.
If you have strong U.S. medical front-office experience, excellent bilingual communication skills, and a proactive approach to patient care and administrative follow-up, we encourage you to apply!
Benefits
Please note that this is a full-time contractor position (40 hours per week) with a negotiable pay rate depending on skillset and experience. The schedule is Monday–Thursday: 8:00 AM–5:00 PM CST - Friday: 8:00 AM–12:00 PM CST - One Saturday per month