# Bilingual Medical Virtual Assistant - Pediatric Therapy > Winning Assistants · Mexico (Remote) · Full-time · Posted 2026-09-15 **Salary:** USD 10,400–12,480 **Workplace:** remote ## Description **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 healthcare information. - Provide general administrative support, including document processing and patient correspondence. - Assist with remote patient monitoring or healthcare coordination when needed. - Maintain internal tracking spreadsheets and administrative records. - Assist with scheduling interviews and coordinating applicant availability when requested. - Support management with additional administrative projects and responsibilities as assigned. ### Tools You’ll Use - Microsoft Excel - GroupMe - TheraBill or similar medical scheduling/billing system - Medical scheduling and billing platforms - Patient communication and tracking systems - Other administrative, insurance, and reporting tools as needed ## Requirements ### Experience Requirements - **Healthcare Administrative Experience: Required**. Candidates must have at least 1 year of experience in a medical office, healthcare administration, medical billing, medical scheduling, patient coordination, or a similar role. - **Bilingual Spanish and English Communication: Required**. Candidates must be fluent in Spanish and English and able to speak, read, and write fluently in both languages. - **Medical Scheduling Experience: Required**. Candidates must have experience scheduling, confirming, rescheduling, and tracking patient appointments. - **Insurance, Claims & Prior Authorization Experience: Required.** Candidates must have knowledge of medical billing, insurance verification, claims processing, and prior authorizations. - **Medical Coding Knowledge: Required.** Candidates must be familiar with medical coding standards, including ICD-10, CPT, and HCPCS. - **Therapy Unit Tracking Experience: Required.** Candidates must be able to accurately convert therapy units into billable hours, including 15-minute and 30-minute units. - **Microsoft Excel Experience: Required.** Candidates must have strong proficiency in Microsoft Excel, including formulas, calculations, sorting, filtering, and data organization. - **TheraBill or Similar System Experience: Preferred but not required**. Experience with TheraBill or a similar medical scheduling/billing system is a plus. - **GroupMe or Similar Platform Experience: Preferred.** Experience using GroupMe or similar communication platforms is helpful. ### Remote Work Expectations - Camera must remain **ON during scheduled working hours,** including meetings, trainings, and when communicating with management or team members. - Must remain responsive throughout the scheduled workday. - Must actively monitor assigned communication platforms, including **GroupMe**, throughout working hours. - Must have a professional and distraction-appropriate remote workspace. ### 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. ## Apply [Apply at Winning Assistants](https://apply.workable.com/winning-assistants/j/AC67C719B0/apply) --- Powered by [Workable](https://www.workable.com)