Job Description

Position: Bilingual Medical Receptionist & Patient Coordinator

Type: Full time

Work Time Duration: 9:00am - 5:00pm EST

Salary: $6–$7 (depending on experience)

Days to Work: Monday - Friday

About Us:

Client is committed to providing exceptional patient care through clear communication, efficient operations, and personalized service. We are seeking a Bilingual Virtual Assistant fluent in both English and Spanish to manage appointments, patient communications, and administrative tasks.

The ideal candidate will be highly organized, proactive, and responsive, with a proven ability to handle a variety of tasks efficiently. This role requires a strong focus on managing appointments, communicating with patients, and following detailed protocols to ensure smooth clinic operations.

Responsibilities

Appointment Management:

• Schedule and reschedule patient appointments.
• Call patients to remind them of upcoming appointments.
• Review the schedule daily to identify missed appointments and contact patients to reschedule.

Patient Communication:

• Provide pre-procedure instructions over the phone, ensuring patients fully understand the requirements, even if they have received written instructions.
• Handle patient requests for medication refills and create messages for the doctor to follow up.

System Management:

• Use a voice-over-IP (VoIP) phone system with an auto-attendant to manage patient calls.
• Ensure all new patients seen the previous day are activated on the patient portal for seamless communication.

Daily Tasks:

• Send requests for patient reviews after appointments using the Patient Review app
• Follow specific patient management and communication protocols as outlined by Dr. Shafizadeh.

General Administrative Tasks:

• Appointment Scheduling and Reminders: Coordinate and manage appointments efficiently.
• Patient Records Management Maintain and update accurate patient records using eClinicalWorks.
• Handling Patient Inquiries and Correspondence: Respond to patient calls, emails, and texts promptly.
• Email or Text Management Sort, prioritize, and respond to communications, including newsletters.

Software Proficiency:

• eClinicalWorks (EHR/EMR) for patient record management.
• 8x8 Telephone App for managing calls.
• ZocDoc App for online appointment scheduling and patient management.
• Patient Review App for managing and sending review requests.

Key Performance Indicators (KPIs):

• Punctuality Be on time for tasks and communications.
• Task Completion All assigned tasks must be completed by the end of the business day.
• Responsiveness Respond promptly to emails, voice messages, and other communications.

Deal Breakers:

• Frequent negative feedback from callers.
• Failure to respond to emails and messages.
• Poorly managed schedule or missed appointments.

Qualifications

• Language Skills Fluent in both English and Spanish.
• Experience: Previous experience in appointment scheduling, patient communication, and healthcare administration is preferred.
• Communication Skills Excellent verbal and written communication skills in both languages.
• Organizational Skills Detail-oriented with the ability to manage multiple tasks efficiently.
• Customer Service Friendly and professional demeanor, with a patient-centered approach.
• Proficient in Google Docs, Google Sheets / Microsoft Office

Requirements

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.