Bilingual Appointment Setter & Patient Coordinator

Job Title: Bilingual Appointment Setter & Patient Coordinator

Job Code: FK-HHWC

Position Type: Part-Time

Working Hours: 3:00 PM – 6:00 PM, Monday to Friday; 9:00 AM – 1:00 PM on Saturday (Pacific Daylight Time)

Salary Rate: $6–$8 per hour

Job Responsibilities:

• Convert inbound leads from Instagram campaigns into scheduled appointments through timely and effective follow-up
• Manage and coordinate referrals from physicians and partner providers, ensuring seamless patient intake
• Schedule, confirm, and reschedule patient appointments while maintaining calendar accuracy
• Communicate professionally with patients in both English and Spanish, providing clear guidance and support
• Perform insurance verification, including eligibility checks and benefits clarification
• Maintain accurate and up-to-date patient records in Reviva EHR
• Handle administrative tasks such as data entry, documentation, and follow-up tracking
• Deliver exceptional customer service, addressing patient inquiries and concerns promptly
• Collaborate with internal teams to ensure smooth patient flow and operational efficiency
• Track lead conversion and appointment metrics to support performance goals

• Bilingual proficiency in English and Spanish (required)
• At least 1 year of proven experience in appointment setting, lead conversion, or patient coordination
• Background in healthcare administration or medical virtual assistance preferred
• Experience with insurance verification and patient eligibility checks
• Familiarity with EHR systems (experience with Reviva EHR is a plus)
• Strong communication and interpersonal skills
• Excellent organizational and multitasking abilities
• Ability to work in a fast-paced, patient-focused environment
• Proficient in CRM tools, scheduling platforms, and basic administrative software
• Results-driven mindset with attention to detail

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, training, or allowances listed are optional contractor perks and not employee benefits.