Bilingual Medical Virtual Assistant - Appointment Setting & Patient Support

Job Title: Medical Virtual Assistant – Appointment Setting & Patient Support (Bilingual Spanish/English)

Job Code: [PM-P]

Location: Remote | Latin America

Position Type: Part-Time

Rate: $6 – $8 per hour (depending on experience)

Work Schedule:

Training:

• Mon–Fri | 3:00 PM – 7:00 PM (4 hrs/day)
• Weekends off

After Training:

• Weekends required (~3 hrs/day)
• Additional weekday shifts
• 2 weekday days off (schedule varies)

Flexibility required: Occasional schedule adjustments may occur to help cover shifts when needed.

Job Summary and Client Overview

We are seeking a Bilingual Medical Virtual Assistant (Spanish/English) to support a growing medical aesthetics clinic. This role focuses on responding to new leads, scheduling patient appointments, providing patient support, and assisting with clinic operations.

The ideal candidate is highly responsive, compassionate, and proactive. You will play a key role in ensuring patients receive timely communication while helping maintain a full and organized appointment calendar.

Key Responsibilities

• Respond to incoming leads within 1–5 minutes (ideally within 1 minute)
• Engage potential patients and convert leads into booked appointments
• Schedule and confirm patient appointments
• Send reminders and follow-ups
• Proactively reach out to patients due for recurring services
• Handle patient inquiries through calls, texts, and email
• Provide excellent customer service and patient care
• Manage emails and messages (sorting, responding, prioritizing)
• Assist with newsletters and patient communication
• Manage calendar and scheduling tasks

Tools & Systems

• Google Voice or VOIP systems
• Email and calendar management platforms
• Electronic Health Record system (Aesthetic Records)

Requirements:
• Fluent in both Spanish and English (spoken and written)
• Clear or minimal English accent
• Excellent written and verbal communication skills
• Strong professional writing and communication standards
• Healthcare or medical support experience preferred
• HIPAA training or certification preferred (or willingness to obtain)
• Strong attention to detail and organizational skills
• Ability to work independently in a remote environment
• Compassionate and patient-focused approach to customer service
•

Basic requirements

• Must be proficient in speaking and writing English 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.