Bilingual Front Desk Medical VA

Bilingual Front Desk Medical VA \| eClinicalWorks Required

(Spanish/English)

Remote \| Hepatology Clinic Support \| 32 Hours/Week \| $6.5/Hour

Role Overview

GoLean Healthcare is seeking a highly professional, adaptable, and proactive Virtual Medical Assistant (VA) to support the client's expanding practice. This position functions primarily as a remote medical receptionist and administrative partner. The ideal candidate will be a clear communicator who can manage patient intake, logistics, and multi-task effectively to improve clinical efficiency and satisfy patient needs.

Client Profile \& Practice Insights

• Specialty: Liver Disease / Hepatology
• Practice Climate: Highly active, busy clinical environment with an immediate need for administrative relief.
• Growth Outlook: The practice is currently expanding, which includes opening a new clinic location and onboarding an additional Nurse Practitioner (NP).
• Primary Goal: Client wants to increase overall operational efficiency, keep front-desk scheduling consistent, and lower long phone wait times to improve patient satisfaction.

Key Responsibilities \& Tasks

The Virtual Assistant will handle essential front-office administrative functions, relieving the in-clinic staff of heavy phone volumes and basic documentation.

1. Patient Communication \& Intake

• Answer inbound calls and manage standard routing through the phone tree.
• Gather and verify demographics for new and returning patients.
• Process and follow up on patient referrals and administrative intake tasks.
• Manage voicemails efficiently during high-call volume periods or outside regular business hours.

2. Appointment \& Schedule Management

• Schedule patient visits with accuracy according to specific physician and practitioner preferences.
• Execute standard reminder sequences to maximize daily show-rates and minimize "no-shows."
• Refill \& Follow-Up Coordination: Review the patient's chart to identify the last date they were seen. Ensure that any patient with an active medication refill request has a follow-up appointment booked (per the clinic's rule for active medications).

3. Medical Insurance \& Approvals

• Perform basic insurance eligibility verification.
• Submit and track prior authorizations, specifically focusing on medications and prescriptions.

4. Electronic Health Record (EHR) Duties

• Conduct baseline chart preparation and update historical and current patient data.
• Information Verification: Confirm or update address, phone number, email, and the patient's listed Primary Care Physician (PCP) or referring doctor upon opening any patient chart.
• Document designated administrative notes within specific sections of the charts as directed during onboarding.
• Note: This role does not require live medical scribing.

5. Team Coordination \& Messaging

• Triage clinical and admin messages appropriately to make sure they reach the right in-clinic staff member depending on the scenario.

6. Daily Reporting

• Submit an End-of-Day (EOD) productivity report detailing tasks accomplished, outstanding files, and follow-ups required for the next business day.

Job Requirements

Mandatory Requirements

• Experience: Minimum of 1 year of experience directly supporting a US-based clinic or healthcare provider.
• EHR Proficiency: Prior hands-on experience navigating eClinicalWorks (eCW) is mandatory.
• Language Skills: Fully bilingual with native or near-native fluency in both English and Spanish.
• Compliance: Must successfully complete the mandatory HIPAA certification program provided and covered by GoLean prior to starting the placement.

Nice-to-Haves (Preferred Skills)

• Strong soft skills, including highly polished conversational phone skills, an empathetic disposition, and meticulous attention to detail.
• Proven time management capabilities in a multi-provider clinical setting.

Working Hours \& Operational Setup

• Schedule: Part-time schedule consisting of 32 hours per week (typically structured as 8 hours per day across 4 days).
• Time Zone: Aligned 100% with Central Time (CT) to match the clinic's operating hours.
• Work Location: 100% Remote.
• Privacy \& Compliance: The VA will operate on a secured private network provided by GoLean. Performance and activity benchmarks will be evaluated through a security tracking interface that periodically captures blurred, privacy-compliant screenshots.

Tool Stack Utilized

The Virtual Assistant will regularly interface with the following systems:

• EHR/EMR System: eClinicalWorks (eCW)
• Telephony/Dialer: Zoom (Voice over IP)