Description Job Title: Spanish-Bilingual Medical Virtual Receptionist Position Type: Full-Time (40 hours per week) Work Hours: 11:00 AM – 8:00 PM Pacific Time (1-hour unpaid lunch break) Work Days: Monday-Friday

Salary:
$6–$8 per hour, depending on experience Workplace: Remote Preferred Candidate

Location:
Latin America About the Practice Our Client runs a specialized physical therapy practice based in California, dedicated to providing compassionate, personalized care focused on women's pelvic floor and abdominal health. Our services support patients experiencing pelvic pain, urinary incontinence, pregnancy and postpartum recovery, pelvic organ prolapse, core dysfunction, and related conditions. As the practice continues to grow, they are looking for a confident, proactive, and patient-focused Bilingual Medical Virtual Receptionist to help manage daily front desk operations and deliver an exceptional patient experience. This is more than just answering phone calls They need someone who can take ownership of patient scheduling, appointment follow-ups, waitlist management, and administrative coordination while ensuring patients feel supported throughout their care journey.

Key Responsibilities
1. Patient Scheduling & Appointment Management (Top Priority)
- Schedule initial evaluations, follow-up appointments, cancellations, and rescheduled visits using Jane App.
- Proactively contact patients to schedule appointments and coordinate approved treatment visits, including multiple-session treatment plans.
- Manage patient waitlists and actively fill available appointment slots resulting from cancellations.
- Follow up with patients who have remaining authorized visits but have not scheduled their appointments.
- Coordinate provider schedules to ensure smooth daily operations and efficient appointment utilization.




- Support scheduling needs as the practice expands and adds additional providers. 2. Patient Communication & Follow-Ups
- Handle approximately 20 or more inbound calls daily, along with high-volume text messages and outbound calls.
- Respond promptly and professionally to patient inquiries, missed calls, voicemails, and scheduling requests.
- Communicate confidently and compassionately with English
- and Spanish-speaking patients.
- Explain appointment availability, scheduling procedures, and general practice policies.
- Assist patients with scheduling insurance-authorized visits, including Kaiser referrals, following established practice guidelines.
- Conduct proactive patient outreach to encourage continuity of care and minimize missed scheduling opportunities.
- Follow up regarding available services or treatment packages as directed by the practice.
- Escalate clinical questions or concerns to the appropriate healthcare professionals. 3. Front Desk Administration & Patient Intake
- Send patient intake forms, registration documents, and required paperwork before scheduled appointments.
- Monitor incomplete forms and proactively follow up with patients to ensure timely completion.
- Maintain accurate and updated patient information and administrative records in Jane App.
- Coordinate with office management and billing personnel regarding insurance authorizations, scheduling concerns,



and other administrative issues.
- Maintain daily checklists, trackers, and follow-up records to monitor completed and pending tasks.
- Identify missing patient information or documentation early to prevent appointment delays.
- Provide timely updates on outstanding tasks and escalate issues requiring additional assistance. Systems & Tools
- Jane App: Patient scheduling, administrative chart management, and practice management.
- Google Voice: Inbound and outbound calls, voicemail management, and patient text messaging.
- Daily Checklists & Trackers: Task management, patient follow-ups, and administrative accountability.
- Other Practice Systems: Additional client-provided tools as needed. What Success Looks Like
- Patient calls, messages, and voicemails are addressed promptly.
- Provider schedules are accurately maintained, with proactive efforts to fill cancellations and available appointment slots.
- Patients receive consistent follow-ups regarding appointments and authorized treatment visits.
- Intake forms and administrative documentation are completed before appointments.
- Patient records remain accurate, organized, and updated.
- Daily responsibilities are completed independently, with clear communication about pending or escalated matters. Requirements Required Qualifications
- Previous experience as a Medical Receptionist, Healthcare Virtual Assistant, Patient Scheduling Coordinator, or Medical Front Desk Specialist.
- Hands-on experience with patient scheduling, appointment coordination, intake processing, and administrative follow-ups.
- Strong English and Spanish communication skills, both verbal and written, to assist a bilingual patient population.
- Experience using an Electronic Health

📌 Spanish-Bilingual Medical Virtual Receptionist (México)
🏢 Winning Assistants
📍 México