Bilingual Medical Receptionist & Patient Coordinator

Winning Assistants, Inc.; United States; Remote; USD 8,265 - 9,643; Full time

Benefits offered by this job

HR & Contractor Support

VPN Access

HIPAA Training

VA Performance Training

US Holidays

Paid Time Off

Tools & Resources

Performance Incentives

Job summary

Winning Assistants is seeking a bilingual Medical Receptionist & Patient Coordinator to join our remote team. The role focuses on appointment management, patient communications, and clinical workflow support for healthcare clients.

The ideal candidate is highly organized, proactive, and able to follow detailed protocols. Responsibilities include managing the appointment calendar, notifying patients, handling refills, and coordinating with doctors via a VoIP system.

Qualifications

• Fluent in English and Spanish, with strong bilingual communication.
• Experience scheduling appointments, handling patient communications and healthcare administration.
• Excellent verbal and written communication skills in both languages.
• Organizational skills with high attention to detail.
• Customer service oriented and professional in all interactions.
• Proficient in Google Docs, Google Sheets and Microsoft Office.

Responsibilities

• Schedule and reschedule patient appointments and send reminders.
• Manage patient communications and pre-procedure instructions.
• Administer system tasks using VoIP with auto-attendant and patient portal activation.
• Dispatch post-visit requests and coordinate with doctors for follow-ups.
• Handle general inquiries and maintain accurate patient records with EHR/EMR tools.

Skills

Bilingual English-Spanish

Appointment scheduling

Healthcare administration

Customer service

Verbal & written communication

Google Docs/Sheets, MS Office

Tools

eClinicalWorks

8x8

ZocDoc

Patient Review App

Job description

Position: Bilingual Medical Receptionist & Patient Coordinator

Type: Full time

Work Time Duration: 9:00am - 5:00pm EST

Salary: $6–$7 (depending on experience)

Days to Work: Monday - Friday

About Us:

Client is committed to providing exceptional patient care through clear communication, efficient operations, and personalized service. We are seeking a Bilingual Virtual Assistant fluent in both English and Spanish to manage appointments, patient communications, and administrative tasks.

Job Overview:

The ideal candidate will be highly organized, proactive, and responsive, with a proven ability to handle a variety of tasks efficiently. This role requires a strong focus on managing appointments, communicating with patients, and following detailed protocols to ensure smooth clinic operations.

Responsibilities

Appointment Management:

• Schedule and reschedule patient appointments.
• Call patients to remind them of upcoming appointments.
• Review the schedule daily to identify missed appointments and contact patients to reschedule.

Patient Communication:

• Provide pre-procedure instructions over the phone, ensuring patients fully understand the requirements, even if they have received written instructions.
• Handle patient requests for medication refills and create messages for the doctor to follow up.

System Management:

• Use a voice-over-IP (VoIP) phone system with an auto‑attendant to manage patient calls.
• Ensure all new patients seen the previous day are activated on the patient portal for seamless communication.

Daily Tasks:

• Send requests for patient reviews after appointments using the Patient Review app.
• Follow specific patient management and communication protocols as outlined by Dr. Shafizadeh.

General Administrative Tasks:

• Appointment Scheduling and Reminders: Coordinate and manage appointments efficiently.
• Patient Records Management: Maintain and update accurate patient records using eClinicalWorks.
• Handling Patient Inquiries and Correspondence: Respond to patient calls, emails, and texts promptly.
• Email or Text Management: Sort, prioritize, and respond to communications, including newsletters.

Software Proficiency:

• eClinicalWorks (EHR/EMR) for patient record management.
• 8x8 Telephone App for managing calls.
• ZocDoc App for online appointment scheduling and patient management.
• Patient Review App for managing and sending review requests.

Key Performance Indicators (KPIs):

• Punctuality: Be on time for tasks and communications.
• Task Completion: All assigned tasks must be completed by the end of the business day.
• Responsiveness: Respond promptly to emails, voice messages, and other communications.

Deal Breakers:

• Frequent negative feedback from callers.
• Failure to respond to emails and messages.
• Poorly managed schedule or missed appointments.

Qualifications:

• Language Skills: Fluent in both English and Spanish.
• Experience: Previous experience in appointment scheduling, patient communication, and healthcare administration is preferred.
• Communication Skills: Excellent verbal and written communication skills in both languages.
• Organizational Skills: Detail-oriented with the ability to manage multiple tasks efficiently.
• Customer Service: Friendly and professional demeanor, with a patient-centered approach.
• Proficient in Google Docs, Google Sheets / Microsoft Office

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.

• 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.