Bilingual - Healthcare Virtual Assistant

Job Title: Bilingual - Healthcare Virtual Assistant – Surgical Coordination & Medical Records

Position Type: Full-time

Work Hours: 8:00am-5:00pm EST

Work Days: Monday to Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: TSANAT-RomJo

Workplace: Remote

About Our Client

The client is seeking a bilingual Healthcare Virtual Assistant with experience in surgical coordination, medical documentation, and authorization workflows to support a surgical practice. You will be the administrative backbone of the pre-operative process, ensuring all clearances, labs, imaging, and referrals are tracked, verified, and correctly filed. Your role will require excellent communication skills, attention to detail, and a collaborative approach.

Core Responsibilities

1. Surgical booking authorizations and pre operative clearance coordination

• Contact primary care physician offices to request, track, and follow up on pre operative clearances for scheduled surgeries.
• Ensure timely receipt of required documentation.

2. Medical records retrieval from external sources

• Retrieve clearance paperwork, lab results, imaging, and reports from PCP offices, fax, email, or external portals.

3. Clearance verification and quality control

• Review received documentation for completeness.
• Coordinate directly with the surgical coordinator (nurse) to verify that all required labs, imaging, and reports are present and accurate before upload.
• Identify missing items and follow up accordingly.
• Do not upload incomplete or unverified records.

4. EHR document upload and chart organization

• Upload verified clearance documents, labs, imaging, and medical records into the correct patient charts in AdvancedMD.
• Maintain accurate chart organization and documentation standards.

5. Authorization and referral processing

• Handle authorization requests from primary care offices.
• Manage referral documentation and ensure proper tracking and filing.

Additional Administrative Responsibilities:

• Insurance eligibility verification
• Patient intake processing
• Chart updates and EHR data entry
• Inbound and outbound phone calls to patients and medical offices
• Follow up calls for missing documentation or approvals
• Text and email communications with patients when appropriate
• Scheduling coordination related to surgical cases
• Document retrieval and verification from external portals and PCP systems

Requirements:
Experience Requirements

• Healthcare background required
• Medical assistant, nurse, or similar clinical/admin role strongly preferred
• Prior experience with pre-operative clearances, referrals, or authorizations is essential
• EMR experience required; AdvancedMD preferred

Skills & Tools

• Strong organizational skills and attention to detail
• High level of independent follow-through and task tracking
• Clear, professional communication with both internal teams and external medical offices
• Confident phone presence with ability to coordinate and clarify information quickly
• Experience using external portals, EHRs, and document management tools

Personality Traits

• Proactive, reliable, and solution-oriented
• Team player who communicates early and often
• Invested in the accuracy, professionalism, and compassion of patient care coordination
• Not just a “task processor,” but a thoughtful contributor who understands the impact of their role on surgical outcomes

Basic requirements

• Must be proficient in speaking and writing English and Spanish very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.