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Winning Assistants LLC
Winning Assistants LLC
51 – 200 Employees
ConsultingLogisticsMarketing
Winning Assistants LLC is a staffing and recruiting company that connects doctors, healthcare professionals, and business owners with skilled virtual assistants from a global talent pool. Its HIPAA-compliant support services cover administrative work, medical office management, marketing, and customer service, helping clients streamline daily operations, control costs, and dedicate more time to business growth.
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Bilingual Spanish-English Medical Virtual Receptionist

Provide remote reception support for a California physical therapy practice focused on women’s pelvic health. Manage patient scheduling, intake, and communications in English and Spanish.

ARArgentinaCOColombiaMXMexicoSVEl SalvadorUSUnited StatesVEVenezuela
$10,400 – $12,480 / year
RemoteFull-timeMiddleSeniorEnglish RequiredSpanish RequiredBilingual

Description

  • Schedule evaluations, follow-ups, cancellations, and rescheduled visits in Jane App.
  • Proactively contact patients to arrange appointments and coordinate approved treatment visits.
  • Manage waitlists and fill openings caused by cancellations.
  • Follow up with patients who have authorized visits remaining but have not booked them.
  • Coordinate provider schedules and support scheduling as the practice grows.
  • Handle about 20 or more inbound calls each day, along with high-volume texts and outbound calls.
  • Respond to patient questions, missed calls, voicemails, and scheduling requests.
  • Explain appointment availability, booking procedures, and general practice policies.
  • Help schedule insurance-authorized visits, including Kaiser referrals.
  • Conduct outreach to support continuity of care and reduce missed scheduling opportunities.
  • Refer clinical questions or concerns to healthcare professionals.
  • Send patient intake forms, registration documents, and other required paperwork.
  • Track incomplete forms and follow up to ensure they are completed promptly.
  • Keep patient details and administrative records accurate in Jane App.
  • Coordinate authorization and administrative matters with office management and billing staff.
  • Maintain daily checklists, trackers, and follow-up records.
  • Spot missing patient information or documents and help prevent appointment delays.
  • Share updates on open tasks and escalate issues that need assistance.

Requirements

  • Prior experience as a medical receptionist, healthcare virtual assistant, patient scheduling coordinator, or medical front desk specialist.
  • Practical experience with patient scheduling, appointment coordination, intake processing, and administrative follow-up.
  • Strong spoken and written English and Spanish communication skills.
  • Experience with an electronic health record (EHR) or healthcare practice management system.
  • Comfort handling high volumes of inbound and outbound calls, text messages, and voicemails.
  • Knowledge of HIPAA requirements, patient confidentiality, and sensitive medical information handling.
  • Strong organizational skills and ability to manage multiple responsibilities independently.
  • Confident, assertive, and compassionate communication with patients.
  • Initiative, problem-solving ability, and reliable follow-through without constant supervision.
  • Availability for the required Pacific Time schedule.
  • Ability to provide an NBI Clearance and/or Local Police Clearance background check before onboarding.
  • Availability for video meetings with the camera on when needed.
  • Reliable laptop or desktop computer.
  • Stable high-speed internet connection of at least 25 Mbps.
  • Noise-canceling headset.
  • Working webcam.
  • Quiet, professional workspace.
  • Professional proficiency in English and Spanish.
  • Relevant healthcare administration or front desk experience.

Benefits

  • Dedicated HR and contractor support team.
  • Optional premium VPN access.
  • HIPAA and cybersecurity training and certification provided.
  • Top 1% virtual assistant performance training.
  • Client-approved U.S. holidays.
  • Client-approved paid or unpaid time off.
  • Access to tools and resources.
  • Optional performance-based incentives.
  • Optional contractor perks and client-approved allowances.

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