Virtual Medical Assistant (Bilingual – English/Spanish)

We are seeking a bilingual (English/Spanish) detail-oriented Virtual Medical Assistant to support our neurology practice by conducting patient intake interviews and preparing comprehensive pre-charts for provider visits. This role is critical to ensuring clinical efficiency and high-quality patient care across our practice locations serving diverse Northern California communities. As the role develops, there is potential to expand responsibilities to include additional administrative support tasks.

Key Responsibilities

Patient Intake
• Conduct thorough telephonic intake interviews with new and returning patients in English or Spanish
• Walk patients through intake forms and accurately document responses in the EHR system
• Collect and verify patient demographics, insurance information, and medical history
• Gather detailed information on chief complaints, symptoms, and relevant medical background
• Coordinate collection of outside medical records and imaging
• Ensure all required documentation is complete prior to scheduled appointments
• Provide language support for Spanish-speaking patients to ensure clear communication and comprehensive data collection

Pre-Charting
• Prepare comprehensive pre-charts for all patient appointments (new patients, follow-ups, IV infusions, procedures)
• Review and integrate outside medical records from Care Everywhere and other sources
• Extract and document relevant lab results (TSH, Hemoglobin A1C, B12/Folate, LDL, etc.)
• Summarize imaging results (MRI, CTA, MRA, VNG, etc.) and place in appropriate chart sections
• Update History of Presenting Illness (HPI) with chronological visit information
• Copy forward and update previous office visit notes for follow-up appointments
• Track ordered tests, referrals, and pending results from previous visits
• Utilize EHR templates and smart phrases
• Ensure all pre-charts are completed and current the day before clinic

Additional Administrative Support (As Needed)

As you demonstrate proficiency in core responsibilities, there is opportunity to expand into additional administrative tasks, which may include:
• Insurance verification and prior authorization coordination
• Referral management and tracking
• Patient appointment scheduling and coordination
• Follow-up on pending tests, labs, and imaging results
• Coordination with external facilities and providers
• Patient communication for appointment reminders and result notifications
• Data entry and database management projects
• Support with compliance documentation and tracking
• Ad hoc administrative projects as assigned by Operations leadership

Required Qualifications
• Fluent bilingual proficiency in English and Spanish (speaking, reading, writing)
• Minimum 2-year experience in medical office administration or clinical documentation
• Strong working knowledge of medical terminology in both English and Spanish, particularly neurology terminology preferred
• Proficiency with Electronic Health Records (EHR) systems; Epic experience highly preferred
• Excellent attention to detail and ability to maintain accuracy in fast-paced environment
• Strong verbal communication skills for patient interactions in both languages
• Ability to work independently with minimal supervision
• Reliable high-speed internet connection and professional home office setup

Preferred Qualifications
• Medical Assistant (MA) certification or equivalent
• Prior experience in neurology, pain management, or specialist practice
• Familiarity with medical billing and coding concepts
• Experience with insurance verification and authorization processes
• Experience serving Spanish-speaking patient populations
• Proven ability to manage multiple priorities and adapt to changing responsibilities

Technical Skills
• Proficient in Epic or similar EHR platforms
• Comfortable navigating Care Everywhere and external records systems
• Strong computer skills including Microsoft Office Suite
• Ability to learn practice-specific templates and workflows quickly
• Adaptable to learning new software systems and administrative tools

Schedule & Compensation
• Hours: Full Time, 40 hours a week 8am-5pm PST (Hours may change), weekends may be required
• Time Zone: Must be able to work Pacific Standard Time business hours
• Compensation: $800 - $950 per month (based on experience)

Work Environment
• 100% remote position
• Must have dedicated, quiet workspace for conducting patient calls
• HIPAA-compliant work environment required
• Reliable technology and backup internet required

Core Competencies
• Language Proficiency: Professional fluency in medical terminology and patient communication in English and Spanish
• Accuracy: Meticulous attention to detail in documentation
• Time Management: Ability to prioritize and complete pre-charts on schedule
• Communication: Professional, empathetic phone manner with patients in both languages
• Cultural Competency: Ability to work effectively with diverse patient populations
• Adaptability: Flexible approach to changing priorities and provider preferences
• Initiative: Proactive problem-solver who can identify opportunities for process improvement
• Confidentiality: Strict adherence to HIPAA and patient privacy standards
• Accountability: Self-motivated with strong follow-through