Bilingual - Healthcare Virtual Assistant at Winning Assistants

, , Costa Rica -

Full Time

Start Date

Immediate

Expiry Date

01 May, 26

Salary

6.0

Posted On

31 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bilingual Communication, Surgical Coordination, Medical Documentation, Authorization Workflows, Organizational Skills, Attention to Detail, EHR Experience, Patient Intake Processing, Insurance Eligibility Verification, Chart Updates, Document Retrieval, Professional Communication, Team Collaboration, Proactive Problem Solving, Task Tracking, Confident Phone Presence

Industry

Staffing and Recruiting

Description

Job Title: Bilingual - Healthcare Virtual Assistant – Surgical Coordination & Medical Records Position Type: Full-time Work Hours: 8:00am-5:00pm EST Work Days: Monday to Friday Salary: $5 – $6 per hour (depending on experience) Job Code: TSANAT-RomJo Workplace: Remote About Our Client The client is seeking a bilingual Healthcare Virtual Assistant with experience in surgical coordination, medical documentation, and authorization workflows to support a surgical practice. You will be the administrative backbone of the pre-operative process, ensuring all clearances, labs, imaging, and referrals are tracked, verified, and correctly filed. Your role will require excellent communication skills, attention to detail, and a collaborative approach. Core Responsibilities 1. Surgical booking authorizations and pre operative clearance coordination Contact primary care physician offices to request, track, and follow up on pre operative clearances for scheduled surgeries. Ensure timely receipt of required documentation. 2. Medical records retrieval from external sources Retrieve clearance paperwork, lab results, imaging, and reports from PCP offices, fax, email, or external portals. 3. Clearance verification and quality control Review received documentation for completeness. Coordinate directly with the surgical coordinator (nurse) to verify that all required labs, imaging, and reports are present and accurate before upload. Identify missing items and follow up accordingly. Do not upload incomplete or unverified records. 4. EHR document upload and chart organization Upload verified clearance documents, labs, imaging, and medical records into the correct patient charts in AdvancedMD. Maintain accurate chart organization and documentation standards. 5. Authorization and referral processing Handle authorization requests from primary care offices. Manage referral documentation and ensure proper tracking and filing. Additional Administrative Responsibilities: Insurance eligibility verification Patient intake processing Chart updates and EHR data entry Inbound and outbound phone calls to patients and medical offices Follow up calls for missing documentation or approvals Text and email communications with patients when appropriate Scheduling coordination related to surgical cases Document retrieval and verification from external portals and PCP systems Experience Requirements Healthcare background required Medical assistant, nurse, or similar clinical/admin role strongly preferred Prior experience with pre-operative clearances, referrals, or authorizations is essential EMR experience required; AdvancedMD preferred Skills & Tools Strong organizational skills and attention to detail High level of independent follow-through and task tracking Clear, professional communication with both internal teams and external medical offices Confident phone presence with ability to coordinate and clarify information quickly Experience using external portals, EHRs, and document management tools Personality Traits Proactive, reliable, and solution-oriented Team player who communicates early and often Invested in the accuracy, professionalism, and compassion of patient care coordination Not just a “task processor,” but a thoughtful contributor who understands the impact of their role on surgical outcomes Basic requirements Must be proficient in speaking and writing English and Spanish 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.

Responsibilities

The role involves coordinating surgical bookings, verifying medical clearances, and managing medical records. The assistant will ensure all necessary documentation is tracked, verified, and uploaded accurately.