Bilingual Medical Scheduling & Intake Specialist (Spanish-English)

Job Title: Bilingual Medical Scheduling & Intake Specialist (Spanish-English)

Employment Type: Full-Time

Schedule: Monday – Friday, 8:00 AM – 5:00 PM Eastern Daylight Time

Saturday: 8:00 AM – 3:00 PM (rotational, maintaining 40 hrs/week)

Salary: $6 – $8/hour (based on experience)

Location: Remote (Latin America)

We are seeking a Bilingual Medical Scheduling & Intake Specialist (Spanish-English) to support a U.S.-based healthcare provider dedicated to delivering high-quality, patient-centered care. The practice offers a range of services focused on improving overall health and well-being in a professional and compassionate environment.

In this role, you will be the first point of contact for patients, ensuring a seamless experience through efficient scheduling, timely follow-ups, and responsive communication.

Responsibilities

• Handle inbound and outbound patient calls with professionalism and empathy

• Schedule, confirm, and reschedule appointments to maximize provider availability

• Conduct patient intake, including demographics and insurance information

• Verify insurance eligibility and assist with basic billing-related questions

• Perform timely follow-ups, including lab result callbacks and appointment reminders

• Maintain accurate and up-to-date patient records in the EHR system

• Respond to patient inquiries and provide general front desk support

• Prioritize urgent and appointment-related calls effectively

• Fluent in Spanish and English (required)

• Experience in a medical receptionist, healthcare support, or high-volume call environment

• Hands-on experience with Athena EHR (non-negotiable)

• Strong phone presence with clear, professional, and patient-friendly communication

• Solid understanding of insurance verification and healthcare workflows

• Ability to multitask, prioritize, and manage multiple calls efficiently

• Highly reliable, responsive, and engaged during working hours

• Detail-oriented with a strong commitment to patient care

Tools & Systems

• Athena EHR
• VoIP system (Ooma or similar)
• Insurance portals (e.g., Aetna, BCBS, and others)

KPIs

• High call answer rate with minimal missed calls
• Fast response time to appointment requests
• High schedule utilization (well-filled provider calendars)
• Timely completion of callbacks and follow-ups
• Accuracy in patient data entry and insurance verification

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.

• 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.