Job Title: Bilingual Medical Patient Coordinator
Position type: Full-Time
Work hours: 8:00 AM to 5:00 PM Eastern Time
Work days: Monday to Friday
Salary: $6 - $7 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Latin America
Our client is a U.S.-based healthcare practice specializing in ultrasound imaging and diagnostic services, dedicated to providing accessible, efficient, and patient-centered care.
We are seeking an experienced and highly organized Bilingual Medical Patient Coordinator who is fluent in both English and Spanish to support daily patient communications, insurance verification, appointment scheduling, and remote front desk operations.
In this role, you will serve as an important point of contact for patients, helping them navigate appointment scheduling, insurance coverage, and estimated out-of-pocket costs. You will manage high volumes of inbound calls, coordinate patient appointments, and assist the on-site front desk team with remote patient check-ins during busy clinic hours.
The ideal candidate has a strong background in U.S. healthcare administration, medical reception, or virtual medical assistance, with hands-on experience in insurance eligibility and benefits verification. You should be confident handling multiple patient inquiries, communicating clearly in both languages, and maintaining accuracy in a fast-paced medical environment.
If you are a compassionate, detail-oriented healthcare professional who enjoys helping patients and keeping clinic operations running smoothly, we'd love to hear from you!
Key Responsibilities
Patient Communication & Inbound Call Management
- Answer and manage high volumes of inbound patient calls professionally and efficiently.
- Screen patient inquiries, identify their needs, and route calls to the appropriate person or department.
- Communicate confidently and professionally with both English- and Spanish-speaking patients.
- Handle inbound and outbound patient communications using RingCentral.
- Respond to patient questions regarding appointments, insurance coverage, clinic services, and scheduling requirements.
- Provide clear, accurate, and empathetic information while maintaining excellent patient service.
- Prioritize incoming calls and requests to support efficient clinic operations.
Insurance Verification & Patient Cost Estimation
- Verify patient insurance eligibility, active coverage, plan benefits, and applicable insurance requirements.
- Review insurance plan details to determine coverage for requested services.
- Identify relevant patient financial responsibilities, including deductibles, copays, coinsurance, and other applicable out-of-pocket expenses.
- Accurately calculate and communicate estimated patient costs before scheduling appointments.
- Identify insurance discrepancies, missing information, or coverage concerns and coordinate appropriate follow-up.
- Maintain accurate insurance information and documentation in clinic systems.
- Explain insurance-related information clearly and professionally to patients.
Appointment Scheduling & Patient Intake
- Schedule and coordinate patient appointments based on clinic availability.
- Assist patients with scheduling-related inquiries, appointment details, and next steps.
- Collect and verify patient demographic, insurance, and other required intake information.
- Ensure patient information is complete and accurately documented.
- Coordinate with the on-site clinic team regarding appointment availability and patient needs.
- Help maintain organized scheduling workflows to minimize delays and confusion.
Remote Front Desk & Clinic Support
- Provide remote front desk assistance during busy clinic hours.
- Assist the on-site front desk team with patient check-ins using a tablet or camera-based system when call volume and workload permit.
- Support patient intake and registration processes remotely.
- Balance inbound calls, scheduling responsibilities, insurance verification, and front desk assistance.
- Communicate effectively with clinic staff to support smooth patient flow.
- Follow established clinic procedures for patient check-ins and administrative coordination.
Healthcare Systems & Documentation
- Utilize RingCentral for inbound and outbound patient communications.
- Learn and navigate EMSOW PACS, the clinic's cloud-based ultrasound imaging system; training will be provided.
- Maintain accurate patient records, insurance details, and appointment information.
- Follow clinic-specific workflows, documentation standards, and operational procedures.
- Ensure all patient information is handled in accordance with HIPAA and confidentiality requirements.
Top 3 Priorities
1. Inbound Call Management & Patient Communication
Efficiently manage high volumes of patient calls, identify the purpose of each inquiry, and route calls appropriately while maintaining professional, compassionate communication in English and Spanish.
2. Insurance Verification & Patient Cost Estimation
Accurately verify insurance eligibility, coverage, and benefits, and provide patients with clear, reliable estimates of their financial responsibility before appointments are scheduled.
3. Remote Front Desk & Patient Check-In Support
Assist the on-site front desk team with remote patient check-ins and intake coordination during busy clinic hours while effectively balancing calls, scheduling, and other administrative responsibilities.
What Success Looks Like
A successful Bilingual Medical Patient Coordinator provides an excellent patient experience while helping the clinic operate efficiently.
Success in this role includes:
- Consistently handling high volumes of inbound patient calls professionally.
- Communicating clearly and confidently in both English and Spanish.
- Accurately verifying insurance eligibility, benefits, and coverage.
- Providing reliable patient cost estimates before scheduling.
- Maintaining accurate patient records and appointment information.
- Supporting efficient scheduling and patient intake processes.
- Assisting with remote patient check-ins when workload permits.
- Effectively prioritizing multiple responsibilities during busy clinic hours.
- Maintaining HIPAA compliance and patient confidentiality.
- Demonstrating reliability, initiative, and strong teamwork.
Requirements
Required Skills & Experience
- Fluent in both English and Spanish, including verbal and written communication (mandatory and non-negotiable).
- Previous experience in U.S. healthcare administration, medical reception, medical scheduling, or virtual medical assistance.
- Hands-on experience verifying U.S. patient insurance eligibility, coverage, and benefits.
- Ability to review insurance plan information and accurately determine estimated patient out-of-pocket costs.
- Experience managing high volumes of inbound patient calls in a medical or healthcare environment.
- Strong patient communication and customer service skills.
- Experience handling appointment scheduling, patient inquiries, and intake-related responsibilities.
- Ability to screen incoming calls and route inquiries appropriately.
- Strong understanding of healthcare administrative workflows.
- Excellent attention to detail when reviewing insurance information and patient records.
- Strong organizational and multitasking abilities.
- Ability to prioritize calls, insurance verification, scheduling, and front desk support in a fast-paced environment.
- Professional, patient, empathetic, and service-oriented communication style.
- Proactive and dependable, with the ability to work independently with minimal supervision.
- Ability to learn new systems and adapt to clinic-specific procedures.
- Knowledge of HIPAA requirements and patient confidentiality standards.
- Ability to collaborate effectively with on-site clinic staff and other healthcare team members.
- Must be able to work exclusively with the assigned practice during scheduled working hours, without overlapping employment or client commitments.
Preferred Experience
- Previous experience as a Medical Receptionist or Medical Virtual Assistant supporting a U.S.-based healthcare practice.
- Experience working in radiology, ultrasound imaging, diagnostic imaging, or another medical specialty.
- Experience providing patient cost estimates based on insurance benefits.
- Experience supporting medical front desk operations remotely.
- Experience with remote patient registration or check-in systems.
- Familiarity with RingCentral or similar VoIP systems.
- Experience using healthcare EHR/EMR, practice management, or imaging-related platforms.
Systems & Tools
The role will use:
- RingCentral: Inbound and outbound patient calls and communication.
- EMSOW PACS: Cloud-based ultrasound imaging and clinic workflow system. Training will be provided; prior experience is not required.
- Tablet/Camera-Based Check-In System: Remote assistance with patient check-ins when needed.
Candidates should be comfortable learning new healthcare technologies and adapting to established clinic workflows.
Basic Requirements
- Must be professionally fluent in both Spanish and English.
- Must be proficient in speaking and writing clear, professional English.
- Must have relevant healthcare, medical administrative, patient scheduling, or medical receptionist experience.
- Must have hands-on experience with insurance eligibility and benefits verification.
- Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available for video meetings with camera on when required.
- Must be available to work full-time, Monday through Friday, from 8:00 AM to 5:00 PM Eastern Time.
- Must be dedicated to the assigned practice during working hours.
- Must maintain HIPAA-compliant work practices and patient confidentiality.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- 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.
