Bilingual Patient Intake & Front Desk Coordinator

Winning Assistants; United States; Remote; USD 8,300 - 11,000; Full time

Job summary

Winning Assistants is seeking a Bilingual Medical Front Desk & Patient Intake Virtual Assistant to support a pain management practice. You will handle patient calls, intake, scheduling, and referrals while maintaining confidentiality and accurate records.

Fluent English and Spanish communication is required, and you will use Athena EHR/EMR to manage patient information. This remote, full-time role requires US Central Time availability and a patient‑friendly, professional approach.

Qualifications

• Experience in medical front desk, scheduling, and referrals.
• Strong bilingual communication in English and Spanish.
• Familiarity with Athena/EHR systems is preferred but not required.

Responsibilities

• Answer incoming patient calls and schedule appointments.
• Conduct new patient intake and document demographics and insurance information.
• Communicate with patients in English and Spanish and route inquiries appropriately.
• Manage patient referrals and maintain accurate records in Athena EHR/EMR.
• Follow confidentiality standards and support daily front desk operations.

Skills

Bilingual English/Spanish

Patient communication

Appointment scheduling

Front desk support

HIPAA compliance

EHR/EMR knowledge

Tools

Athenahealth EHR

Video conferencing tools

Job description

Job Title: Bilingual Patient Intake & Front Desk Coordinator
Position Type: Full-Time

Work Hours:

• Monday–Thursday: 8:00 AM–5:00 PM CDT
• Friday: 8:00 AM–4:00 PM CDT
• Includes a 1-hour unpaid break each day except Friday

Work Days: Monday–Friday
Salary: $6–$8 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: LatAm
Language Requirement: Bilingual – English and Spanish

About the Practice

Our client is an established medical practice specializing in pain management and interventional pain care, supporting patients experiencing chronic and acute pain conditions. The practice provides outpatient treatments and procedures designed to help patients manage pain and improve their quality of life.

The practice serves a diverse patient population, including a significant number of Spanish-speaking patients, making strong bilingual communication essential for this role.

We are looking for a dependable and patient-focused Bilingual Medical Front Desk & Patient Intake Virtual Assistant to support the practice's day-to-day front desk operations. This person will often be one of the first points of contact for patients, so we are looking for someone who can communicate professionally and warmly in both English and Spanish while keeping patient information, appointments, referrals, and follow-ups organized.

Scope of Work & Responsibilities

As the Bilingual Medical Front Desk & Patient Intake Virtual Assistant, you will help keep daily patient and administrative workflows running smoothly. Your responsibilities will include:

• Answering incoming patient calls and making outbound calls as needed.
• Communicating confidently and professionally with patients in both English and Spanish.
• Scheduling, rescheduling, and confirming patient appointments.
• Conducting new patient intake, including collecting and accurately documenting:
  • Patient demographics and contact information
  • Insurance information
  • Other required intake information and documentation
• Assisting patients with general questions and directing inquiries appropriately.
• Managing and coordinating patient referrals.
• Handling patient forms and other routine front desk documentation.
• Following up with patients regarding appointments, referrals, missing information, forms, or other administrative needs.
• Maintaining accurate and organized patient information within the practice's Athena EHR/EMR system.
• Supporting ongoing patients with routine front desk and administrative needs.
• Following established workflows, procedures, and confidentiality standards when handling sensitive patient information.
• Coordinating with the in-house team to ensure patient concerns and administrative needs are routed to the appropriate staff members.
• Providing reliable administrative support to help the medical practice maintain an efficient and positive patient experience.

Experience Requirements

• Previous experience working in a medical office, healthcare practice, or medical virtual assistant environment is strongly preferred.
• Hands-on experience with patient scheduling, appointment confirmations, referrals, patient communication, and general medical front desk support is highly preferred.
• Experience conducting new patient intake and collecting patient demographics and insurance information is preferred.
• Previous experience in pain management is not required; training on the practice's specific workflows and processes will be provided.
• Experience with Athena/Athenahealth EHR/EMR is an advantage but not required, as training will be provided.
• Previous virtual assistant experience is preferred but is not mandatory if the candidate has strong relevant medical office/front desk experience.
• No medical degree, nursing degree, or active medical license is required.

Language & Communication Requirements

• Must be bilingual in English and Spanish.
• Must be able to speak English and Spanish clearly and confidently when communicating with patients over the phone.
• Must have strong written English communication skills.
• Must demonstrate a professional, patient-friendly, and compassionate communication style.
• Must be comfortable handling a high level of direct patient interaction throughout the workday.

Basic Requirements

• Strong organizational and time-management skills.
• Excellent attention to detail, particularly when documenting patient information, appointments, referrals, and intake details.
• Ability to manage multiple administrative responsibilities while maintaining accuracy.
• Comfortable making and receiving patient phone calls throughout the day.
• Able to follow established SOPs and practice workflows.
• Reliable, professional, and able to work independently in a remote environment.
• Comfortable learning new healthcare systems and workflows.
• Able to maintain patient confidentiality and handle sensitive healthcare information professionally.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for video meetings with the camera on when needed.
• Must be available to consistently work the required U.S. Central Time schedule.

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.