Spanish-Speaking Medical Virtual Assistant - Insurance & Claims

Our client is looking for an experienced, proactive, and highly personable Medical Virtual Assistant to support insurance and claims management, patient communication, referrals, documentation, and day-to-day administrative operations.

Spanish fluency is highly preferred but not required. We are especially interested in candidates who are comfortable communicating with Spanish-speaking patients and reviewing bilingual materials.

The ideal candidate is more than a task-taker. We are looking for a dependable growth partner who takes initiative, follows through consistently, and is comfortable providing respectful accountability and reminders when important tasks remain incomplete.

Key Responsibilities Insurance & Claims Management

• Conduct insurance eligibility verification and pre-checking before patient services.
• Follow up consistently on outstanding, unpaid, rejected, or denied insurance claims.
• Monitor claims status and ensure timely follow-up until issues are resolved.
• Identify and help resolve insurance issues before patients are billed.
• Maintain accurate records of insurance and claims-related activities.

Patient Communication & Follow-Up

• Handle inbound and outbound patient phone calls with warmth, professionalism, and empathy.
• Assist with patient scheduling and appointment coordination.
• Conduct proactive patient follow-ups and provide additional support when patients are confused or frustrated.
• Communicate with Spanish-speaking patients when needed.
• Proofread Spanish translations and review bilingual patient documents.
• Maintain a friendly, patient-focused communication style that feels like a “friend helping a friend.”

Referrals & Documentation

• Coordinate referrals and communicate with referring providers.
• Track incomplete notes and documentation.
• Proactively and consistently follow up with Kelly regarding incomplete notes, outstanding documentation, and priorities.
• Ensure completed documentation is sent to the appropriate providers.
• Maintain organized tracking systems for referrals, follow-ups, deadlines, and outstanding tasks.

Administrative & Program Support

• Assist with general office management, organization, and accountability reminders.
• Format documents and proofread newsletters for grammar, clarity, and professionalism.
• Support the culinary medicine program through recipe review, curriculum proofreading, and medical student coordination.
• Provide administrative support for diabetes boards and committees.
• Assist with Pump/Omnipod training coordination as the program develops.
• Help organize priorities and ensure important tasks do not fall through the cracks.

Requirements Qualifications

• Previous healthcare, medical office, or Medical VA experience is strongly preferred.
• Hands-on experience with insurance verification, eligibility/pre-checking, claims follow-up, unpaid claims, and denied claims is highly preferred.
• Spanish fluency is highly preferred but not required.
• Experience with Healthie EHR is an advantage.
• Strong patient communication and professional phone etiquette.
• Exceptionally warm, personable, patient, and empathetic.
• Highly organized with excellent attention to detail.
• Strong follow-up and task-management skills.
• Proactive and comfortable taking initiative without constant supervision.
• Comfortable providing persistent but respectful accountability and reminders.
• Strong problem-solving skills and ability to manage multiple priorities.
• Reliable and responsive with excellent written and verbal communication skills.
• Comfortable using phone systems, text messaging, and communication/CRM platforms such as Slack, Salesforce, WhatsApp, and Skype.
• Healthcare professionals with an education/teaching background are highly preferred, though this is not required.

Who Will Thrive in This Role? You will be a great fit if you naturally notice what still needs to be done and follow through without waiting for instructions. You are comfortable saying, “This is still outstanding—let’s make sure we get it completed today,” while remaining respectful and professional.

You should genuinely enjoy communicating with patients. Warmth and empathy are essential, particularly when helping patients who may be frustrated, confused, or navigating insurance concerns.

Most importantly, we are looking for someone with a growth-partner mentality —someone who takes owner…