Bilingual Front Desk Medical VA | eClinicalWorks Required
(Spanish/English)
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.
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.
The Virtual Assistant will handle essential front-office administrative functions, relieving the in-clinic staff of heavy phone volumes and basic documentation.
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.
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).
Perform basic insurance eligibility verification.
Submit and track prior authorizations, specifically focusing on medications and prescriptions.
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.
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.
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.
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.
The Virtual Assistant will regularly interface with the following systems:
