Bilingual Medical Virtual Assistant (Spanish/English)

About Us Rockstar partners with private practice owners in physical therapy, occ ​ ​ upational therapy, and speech therapy to build operational freedom. We hire top VA talent and pair it with AI-powered systems so practice owners can spend less time on paperwork and more time with patients. Rockstar helps private practices streamline operations and increase revenue, freeing teams to focus on growth and the next evolution of patient care. Job Description This is a remote position. Rockstar is hiring a full-time bilingual (Spanish/English) Medical Virtual Assistant on behalf of an OB-GYN specialty practice looking to fix a major gap in phone coverage and support a growing cash-pay patient program. The most urgent need is simple: patients are calling and no one is picking up. This VA will be the practice's primary phone presence, answering as the practice's front line in both English and Spanish, scheduling and rescheduling appointments, and handling patient questions and concerns in real time. Beyond phones, the VA will support referral coordination, insurance verification, and billing follow-up, and will grow into a patient care coordinator role for the practice's expanding cash-pay package patients, checking in, answering questions, and helping patients stay on track with their plans. Spanish fluency is a hard requirement, not a preference. The practice recently had a bad experience with an AI phone bot that patients found robotic and untrustworthy, so this role is intentionally about being a consistent, human, reassuring voice patients get to know by name. About the Client This OB-GYN specialty practice is built around compassionate, evidence-based care that empowers women at every stage of life. Their culture centers on patient-centered care, integrity, excellence, respect, collaboration, and continuous growth, and they're looking for a team member who genuinely wants to help women receive outstanding care. The practice is actively expanding its cash-pay service offerings and is looking for someone who can grow with that side of the business, supporting patients through it directly rather than just processing appointments. Key Responsibilities Phone & Patient Communication (Primary Focus) Answer inbound patient calls in both English and Spanish, representing the practice as its primary point of contact Manage inbound calls, voicemails, and patient portal messages Schedule, confirm, and reschedule patient appointments Respond to routine patient inquiries by phone and email Scheduling & Referral Coordination Coordinate referrals and medical records requests Reach out to patients who haven't switched their primary OB-GYN of record and handle related follow-up calls Maintain the provider's calendar and coordinate daily scheduling Track outstanding tasks, projects, and deadlines Insurance & Billing Support Verify patient insurance coverage and obtain pre-authorizations for procedures Explain insurance benefits and assist patients with insurance-related questions Follow up on outstanding biller tasks and prior authorization status Update patient files with insurance information Cash-Pay Patient Care Coordination (Growing Function) Serve as a patient care coordinator for cash-pay package patients, following up after consultations to check on progress and answer questions Help patients implement their care plans and stay engaged with the practice Support the creation of simple brochures or materials for cash-pay service offerings, with guidance provided Administrative & Executive Support (Fridays / as capacity allows) Conduct chart audits to ensure patient files are complete ahead of the week, following up with patients directly for missing information Manage document filing and data entry Provide growing executive and personal assistant support as the role matures Tools & Systems eClinicalWorks (EMR) Nextiva (VoIP phone system) Google Docs, Microsoft Office, Outlook, Zoom, Teams Requirements Fluent bilingual Spanish/English required, this is a hard requirement, not a preference Prior experience in medical front desk or healthcare administration required Strong multitasking ability and proper phone etiquette Excellent note-taking and follow-through skills Comfortable with insurance verification and billing follow-up eClinicalWorks experience a strong plus OB-GYN specialty experience a bonus, not required Non-Negotiables Bilingual (Spanish/English) fluency Strong multitasking ability Proper phone etiquette and accurate note-taking Benefits Competitive salary commensurate with experience. Opportunities for professional development and growth. Work in a dynamic and supportive team environment. Make a meaningful impact by helping to build and strengthen families across the Globe