Bilingual Medical Virtual Assistant - Pediatric Therapy

Job Title: Bilingual Medical Virtual Assistant — Pediatric Therapy
Position Type: Full-Time

Work Hours: 7:30 AM – 4:00 PM Eastern Time
Work Days: Monday to Friday
Salary: $6–$7 per hour, depending on experience
Job Code: VC-LT
Workplace: Remote
Preferred Candidate Location: LATAM
About the Client & Role

Our client is a pediatric therapy provider serving children and families throughout Orlando, Florida. The practice provides specialized services, including Speech Therapy, Physical Therapy, Occupational Therapy, and Applied Behavior Analysis (ABA).

They are seeking a highly organized, detail-oriented Bilingual Medical Virtual Assistant — Pediatric Therapy to support scheduling, billing, insurance coordination, patient communication, Excel-based tracking, and daily administrative operations.

This is a fast-paced role that requires fluent Spanish and English communication, strong Excel skills, excellent follow-through, attention to detail, and the ability to manage multiple responsibilities throughout the workday.
Scope of Work / Responsibilities
Patient Calls, Scheduling & Communication

- Handle a high volume of patient calls, referrals, scheduling requests, and general inquiries.

- Schedule, confirm, reschedule, and follow up on patient appointments.

- Track patient schedules, therapist availability, cancellations, and open scheduling needs.

- Coordinate schedules between patients, therapists, and administrative staff.

- Maintain accurate records of patient calls, appointments, and communications.

- Follow up on unresolved scheduling or patient communication items.

GroupMe Parent Communication & Tracking

- Actively monitor and track parent messages through GroupMe throughout the entire workday.

- Respond to or route parent questions, scheduling requests, cancellations, and concerns appropriately.

- Ensure parent messages are acknowledged and handled in a timely manner.

- Track outstanding parent requests and follow up until resolved.

- Communicate important parent updates to the appropriate therapist, BCBA, front desk staff, or management team.

- Update schedules and tracking systems when changes are made based on parent communication.

Insurance, Claims & Credentialing Support

- Communicate with insurance companies regarding eligibility, benefits, claims, coverage, and authorization requirements.

- Process or assist with insurance claims and prior authorizations.

- Track insurance approvals, authorized units or hours, expiration dates, and service limitations.

- Assist with credentialing-related documentation and insurance requirements.

- Follow up with insurance companies regarding outstanding claims, authorizations, or documentation.

Billing, Unit Tracking & Schedule Coordination

- Convert therapy units based on CPT codes into billable hours for scheduling and billing purposes.

- Understand varying unit durations, including 15-minute and 30-minute units.

- Review therapist schedules to ensure required billable hours are being met.

- Identify scheduling gaps and assist with maximizing therapist schedules.

- Track and report billable hours accurately for insurance and internal records.

- Maintain accurate authorization and billing information to help prevent scheduling beyond approved hours.

Excel-Based Tracking & Data Management

- Create and maintain spreadsheets for patient schedules, insurance authorizations, billing hours, therapist productivity, and other operational needs.

- Use Excel formulas to calculate billable hours, convert units into hours, and organize data.

- Use sorting, filtering, formulas, and other Excel functions confidently.

- Maintain organized, accurate, and up-to-date spreadsheets.

- Review data for errors and discrepancies before submitting or reporting information.

- Assist with creating reports and tracking outstanding administrative items.

Administrative & Operational Support

- Maintain and update patient records while protecting confidential