Spanish-Bilingual Medical Virtual Receptionist

Job Title: Spanish-Bilingual Medical Virtual Receptionist Position Type: Full-Time (40 hours per week) Work Hours: 11:00 AM – 8:00 PM Pacific Time (1-hour unpaid lunch break) Work Days: Monday-Friday Salary: $6–$8 per hour, depending on experience Workplace: Remote Preferred Candidate Location: Latin America

About the Practice

Our Client runs a specialized physical therapy practice based in California, dedicated to providing compassionate, personalized care focused on women's pelvic floor and abdominal health. Our services support patients experiencing pelvic pain, urinary incontinence, pregnancy and postpartum recovery, pelvic organ prolapse, core dysfunction, and related conditions.

As the practice continues to grow, they are looking for a confident, proactive, and patient-focused Bilingual Medical Virtual Receptionis t to help manage daily front desk operations and deliver an exceptional patient experience.

This is more than just answering phone calls! They need someone who can take ownership of patient scheduling, appointment follow-ups, waitlist management, and administrative coordination while ensuring patients feel supported throughout their care journey.

Key Responsibilities

1. Patient Scheduling & Appointment Management (Top Priority)

Schedule initial evaluations, follow-up appointments, cancellations, and rescheduled visits using Jane App.

Proactively contact patients to schedule appointments and coordinate approved treatment visits, including multiple-session treatment plans.

Manage patient waitlists and actively fill available appointment slots resulting from cancellations.

Follow up with patients who have remaining authorized visits but have not scheduled their appointments.

Coordinate provider schedules to ensure smooth daily operations and efficient appointment utilization.

Support scheduling needs as the practice expands and adds additional providers.

2. Patient Communication & Follow-Ups

Handle approximately 20 or more inbound calls daily, along with high-volume text messages and outbound calls.

Respond promptly and professionally to patient inquiries, missed calls, voicemails, and scheduling requests.

Communicate confidently and compassionately with English- and Spanish-speaking patients.

Explain appointment availability, scheduling procedures, and general practice policies.

Assist patients with scheduling insurance-authorized visits, including Kaiser referrals, following established practice guidelines.

Conduct proactive patient outreach to encourage continuity of care and minimize missed scheduling opportunities.

Follow up regarding available services or treatment packages as directed by the practice.

Escalate clinical questions or concerns to the appropriate healthcare professionals.

3. Front Desk Administration & Patient Intake

Send patient intake forms, registration documents, and required paperwork before scheduled appointments.