Bilingual Front Desk Medical VA | eClinicalWorks Required (Spanish/English)

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)