Bilingual Front Desk & Intake Virtual Medical Assistant

Before you apply

Job source

Himalayas

Applying on

himalayas.app

Workplace

Fully remote

US state

Nationwide remote

Category

Administrative

Link last checked

Not checked yet

Posted

2 weeks ago

Closes

10/29/2026

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About the role

Bilingual Front Desk & Intake Virtual Medical Assistant Remote | Behavioral Health | 40 hours/week | 11:00 AM to 7:00 PM US Central Time $6.5/hour + 3rd month performance review Role Overview We are looking for an experienced Bilingual Front Desk & Intake Virtual Medical Assistant to support a long-established, nonprofit behavioral health organization in the United States. The clinic supports approximately 150 active clients at capacity across therapists, a psychologist, and clinical interns. Because the organization serves individuals and families seeking behavioral health services, the front desk plays an important role in creating a compassionate, organized, and efficient experience from the first inquiry through enrollment and scheduling. You will serve as one of the clinic's primary front-facing team members, handling patient and family inquiries, conducting initial intake activities, assisting with paperwork and patient portal navigation, evaluating basic eligibility information, and coordinating appointments. This role requires someone who can combine empathy with structure . Callers may be experiencing difficult or emotional situations and may share sensitive personal information. You must be able to acknowledge their concerns compassionately while keeping the conversation focused on the information and steps necessary to move them toward care. Key Responsibilities Front Desk & Patient Communication Answer and manage incoming patient and family calls professionally in both English and Spanish. Respond to inquiries received through phone calls, voicemails, online forms, emails, and other clinic communication channels. Communicate with warmth and empathy while keeping conversations focused, efficient, and directed toward the appropriate next step. Intake, Eligibility & Financial Screening Conduct initial telephone screenings, gather essential patient or parent information, and identify whether the patient will use commercial insurance, Medicaid, self-pay, or available nonprofit financial assistance programs. Explain the clinic's intake process, guide patients through required forms, patient portal access, and supporting documentation, and perform initial financial eligibility screening based on clinic procedures. Identify incomplete intake, insurance, or financial requirements, explain what the patient needs to complete before scheduling, and coordinate more complex insurance, authorization, or eligibility matters with the back-office team. Scheduling & Patient Coordination Schedule and reschedule appointments only after required intake paperwork and pre-appointment documentation have been completed. Follow clinic-specific scheduling procedures based on patient type, provider availability, service, and payer arrangement. Coordinate with therapists, psychologists, interns, and administrative team members to help maintain smooth patient flow. Voicemail, Inquiry & Patient Follow-Up Begin each workday by reviewing and prioritizing outstanding voicemails, unread inquiry forms, and other pending patient communications, then return calls or respond according to urgency and clinic procedures. Follow up with prospective patients who have incomplete forms, portal requirements, or other enrollment steps, including assisting less tech-savvy patients with electronic paperwork and patient portal navigation. Maintain consistent follow-through until the intake process is completed or another disposition is documented, and route donations, registrations, clinical matters, or other out-of-scope requests to the appropriate team member. Documentation & Team Communication Maintain accurate patient, intake, eligibility, scheduling, and follow-up documentation within AdvancedMD. Communicate clearly with remote clinical and administrative team members regarding pending issues, completed tasks, and patient needs. Protect patient information and follow all HIPAA, privacy, and clinic documentation requirements. SOP & Workflow Development Help docu

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