Bilingual Medical Virtual Assistant (Spanish/English)

Job Title: Bilingual Virtual Front Desk Receptionist / Admin Assistant / Sales CRM Coordinator (Healthcare)

Position type: Full-Time (40+ hours/week)

Work hours: Primary: Monday–Friday, 8:30 AM – 5:30 PM EST / Lunch: 1-hour unpaid break / Note: Occasional Sunday availability may be required as needed

Work days: Monday–Friday (Primary) / Closed: Saturdays / Occasional Sunday availability may be required as needed

Salary: $5–$7 USD per hour, depending on experience

Job code: [JA-GoDrip]

Workplace: Remote

Preferred Candidate Location: Latin America and the Philippines (Philippines-based candidates accepted only if fluent in Spanish)

About The Role

We are seeking a highly reliable, bilingual (Spanish/English) Virtual Assistant with healthcare experience to support front desk operations, patient communication, CRM follow-ups, and administrative workflows. This role combines virtual receptionist duties, patient outreach, CRM coordination, and administrative support.

This is not a heavy sales role. The focus is on client engagement, follow-ups, relationship management, and patient-facing communication.

The ideal candidate is organized, proactive, culturally competent, and able to ramp quickly with minimal hand-holding. The client is highly motivated to delegate and scale, with potential for expanded responsibilities (executive assistant-style support) as trust is built.

Scope of Work/Responsibilities

Sales CRM Management & Client Engagement

• Manage and update the Sales CRM (including IntakeQ)
• Track leads and ensure timely follow-ups
• Re-engage existing clients and inactive leads
• Maintain accurate client and patient records
• Support light partnership prospecting and outreach

Customer Service & Patient Communication

• Answer inbound phone calls using RingRx VoIP
• Respond promptly and professionally to patient inquiries
• Schedule and coordinate patient appointments
• Communicate clearly and compassionately with Spanish-speaking patients
• Ensure a professional, patient-focused phone presence

Administrative & Backend Support

• Handle backend operational tasks related to scheduling and intake
• Coordinate appointments and calendars
• Perform general administrative duties to support daily operations
• Provide day-to-day support as needed
• Potential executive assistant-style support as responsibilities grow

Additional Responsibilities

• Patient follow-ups and outreach
• Calendar management
• General administrative support
• Assist with prospecting for new partnerships
• Support business scaling initiatives

Non-Negotiable Requirements

• Fluent in BOTH Spanish and English (spoken and written)
• This is mandatory due to a predominantly Hispanic patient base
• Healthcare experience is REQUIRED
• Candidates without medical or healthcare exposure will not be considered
• Ability to work full-time Eastern Time hours consistently
• Strong patient-facing communication skills
• Professional and confident phone presence
• Full-time availability only (part-time candidates will not be accepted)

Strongly Preferred Qualifications

• Background in healthcare operations
• Medical Assistant experience (major advantage)
• HIPAA trained or willing/able to be trained
• Experience supporting medical or healthcare practices
• Familiarity with patient intake, scheduling, and follow-ups

Core Skill Set

• Excellent customer service and patient-facing communication
• Sales CRM and follow-up management experience
• Strong organizational and time management skills
• Comfortable working independently in a remote setting
• Cultural competence when communicating with Spanish-speaking populations
• Reliable, detail-oriented, and proactive

Tools & Systems

• CRM: IntakeQ
• Phone System: RingRx VoIP

Basic requirements

• 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.