Virtual Assistant (Spanish/English Speaking )

Full Job Description

📍 Spanish/English Remote Virtual Assistant (Full-Time/40 hours per week)

🇺🇸 U.S. Employer | Work from home | Starting $1120/month

We are looking for five incredible teammates across Latin America to join our U.S. medical practice. We are searching for the best because we are building something that deserves the best.

Our goal is to create a work culture that feels alive, supportive, and full of purpose. We have big dreams, and we want people who feel the same. We genuinely believe we’re building the best team on the planet for the best clinic on the planet. It sounds wild, but we mean it. And we’re excited to prove it!

If you care about patients, take pride in your work, and want to grow with a team that is reaching higher every day, we would love to meet you. When you apply, please make sure the subject line to your application includes the phrase "I actually read the instructions."

Who We Are

We are a small, close knit medical practice that cares deeply about the people we serve and the people who support us. Every day we show up for each other, and we show up ready to give patients the kind of experience we would want for our own families.

Whether in person or remote, every member of our team is treated with the same respect and kindness we give our patients. Our practice is a place where you’ll feel supported, trusted, and proud of the work you do. We are a group that believes in helping each other grow, sharing ideas, and doing work that actually matters.

As a part of our team, we promise you this. You’ll have steady, long-term work with a team that truly values you. You'll have clear expectations, consistent communication, and honest feedback so you always know where you stand. You'll be part of a kind, respectful environment where you feel included and supported. There will be real opportunities to learn new skills, grow into bigger responsibilities, and take pride in how far you’ve come. Your effort will be seen, your results appreciated, and your work will make a real difference, for our patients, their families, and for all of us here at the clinic.If you want to support a clinic that cares about its patients as much as it cares about its team, and you’re looking for a place where your effort is seen and appreciated, we’d love to meet you.

Growth Opportunities

There is real room to grow here. Once you can handle a full schedule confidently, you’ll have the chance to take on larger responsibilities. We promote from within. Team members who show consistency, care, and strong performance are the first considered for senior operational roles and leadership opportunities.

The Ideal Candidate

Healthcare Experience. We’re looking for someone who understands the flow of a real clinic. Someone who knows what patients worry about, what providers need to stay focused, and how small breakdowns in communication can ripple through the whole day. You don’t need to be a clinician, but you should be familiar with how a practice runs, and care about keeping things calm, clear, and moving forward. If you’ve worked in a clinic, private practice, or support role in healthcare, and you know how to keep things organized and human, you’ll feel right at home.

Patient Experience and Clinic Flow. It's difficult to express how important this role is. You will help set the tone for someone’s entire experience at the clinic. When you guide a nervous patient, when you catch a missed detail before it becomes a problem, when you fill an open slot that would have gone unused, you’re making a real impact. Patients may not always know what goes on behind the scenes, but they’ll feel the difference you make.

Relationship and Team Support. At the heart of this role is trust both from patients and the clinic team. Patients count on you to help them feel informed and cared for. Our providers count on you to keep things moving, keep them updated, protect their time, and have a passion to help grow the clinic. You’ll thrive here if you take ownership without needing to be told, if you care about doing things right the first time, and if you follow through even when no one’s watching. It matters to us that you show up on time, stay steady under pressure, and treat people with patience and respect. This is what makes this work feel good. This is what builds the kind of clinic we’re proud of.

Problem Solving and Follow Through. We don’t expect perfection but we do expect you to try. If something’s unclear, you dig in before asking for help. If there’s a roadblock, you bring ideas, not just the problem. Support is always here when you need it, but we value people who step forward, take initiative, and treat the work like it matters.. because it really does! This role is for someone who brings care, responsibility, and a steady hand to the small things that help the whole system work. And when you do, we notice. You grow here by showing heart and showing up.

Our Values. 

We’re serious about the kind of place we’re building and care about the kind of people we invite into it. It is our vision to create the best medical practices in the world and creating something special and lasting, not only for our patients, but for our families and yours.

We believe in truth. That means we speak honestly, even when it’s uncomfortable. If something isn’t working, we say so. If we make a mistake, we own it. If we’re unsure, we admit it and find the answer. Truth is the foundation of trust, and trust is what allows us to grow together.

We believe in responsibility. We don’t pass work onto someone else and say “That’s not my job.” We look for ways to do more, help more, and give more. We take pride in being people who show up with our sleeves rolled up, ready to take initiative and make things better for everyone around us.

And we believe in heart. We are a workplace that actually cares for each other. For the patients who trust us. For our teammates who rely on us. About the work itself. We treat this practice like it matters, because it does. And we treat every person we serve with the same care we’d want for someone we love.If you share these values, we hope you’ll join us. We’re building something meaningful here and we’d love for you to be a part of it.

Job Responsibilities

What We’re Looking For

We need a new Spanish and English Speaking Virtual Assistant. This is a remote (work from home) position.

In our practice, our Virtual Assistants keep the day moving, support patients with care, and make sure providers always have what they need. The heart of this role comes down to four things:

1. Keep the schedule full and running smoothly. Booking appointments, confirming visits, filling cancellations quickly, and reducing no shows.
2. Handle patient intake with care and accuracy. Collecting correct information, preparing patients for their visit, and making sure providers have what they need.
3. Communicate clearly and consistently. Keeping patients, providers, and the team updated with accurate information, and organizing all communication so nothing gets missed. Excellent English is required.
4. Take ownership. Identify problems and develop solutions, managing tasks that keep the clinic running well, and helping maintain smooth, predictable workflows.

To Apply

Please send an email to john (at) hey-va (dot)com ([email protected]) with the following:

1. Your resume in PDF format. Use this filename format:Lastname.Firstname.prosmarketplace.pdf
2. A short summary of your job experience, especially anything related to scheduling, healthcare, patient intake, billing, or insurance. If you have examples of moments when you went above your job description to solve a problem, support a patient, or help your team, we’d love to hear those too.
3. Answer this Question: If you could be any animal at work, what would you be — and why?
4. Answer this Question too!: Kahlil Gibran once said, “Work is the expression of love made visible.” What does this mean to you?
5. Answer this Question three! What’s one system you would build or use to reduce last-minute gaps in the schedule?
6. Bonus Task (optional): We’d love to hear how you sound on the phone. Please record a short voicemail message as if a new patient is calling the clinic for the first time. Welcome them warmly and give clear instructions. You can use any voice recording app and either attach the file or send a link.
7. Bonus Task (optional): We’d love to understand your natural communication and work style. Please take this free DISC personality test: www (dot) 123test (dot) com/disc-personality-test/ After completing it, upload a screenshot of your results, making sure your DISC letters and graph are clearly visible.

Job Requirements

Scheduling and Patient Flow

• Manage the clinic’s schedule in real time, making sure every open slot gets filled and no-shows are followed up on immediately.
• Call, text, and email Spanish-speaking patients to confirm appointments, reschedule conflicts, and coordinate provider availability.
• Proactively check for gaps in the schedule and take action to fill them by reaching out to waitlists, recent cancellations, and overdue follow ups.
• Document all communication clearly and accurately inside the EMR or scheduling system.

Patient Communication

• Answer inbound calls from Spanish-speaking patients with warmth, clarity, and professionalism.
• Translate information when needed and help patients understand preparation instructions, insurance notes, and treatment plans.
• Provide reminders, instructions, and follow ups in Spanish and English.

Administrative Accuracy

• Update demographics, insurance information, and patient notes with high accuracy.
• Spot missing information or errors and correct them without being asked.
• Track pending tasks and escalate anything urgent to the clinic team.

Team Support

• Send end-of-day summaries of completed tasks and outstanding items.
• Bring forward suggestions that can reduce errors, improve patient flow, or fill more schedule slots.

Make Sure You’re Comfortable With:

• Remote working. This is a full work-from-home position, and you’ll need a reliable setup every day.
• Handling tough patient moments. You may speak with anxious, upset, or confused patients, and staying calm and kind is part of the job.
• Working independently. No one is watching over your shoulder. We expect you to solve small problems and keep the day moving without reminders.
• High-impact accuracy. Mistakes in scheduling, insurance, or documentation can affect a patient’s care or a clinic’s revenue, so attention to detail is essential. Just to make sure you're paying attention, tell us your favorite productivity tool at the top of your application. If you skip this, we’ll assume you didn’t read the post carefully.
• Tech Requirements. This is a BYOD role, so you must have your own reliable computer (8GB RAM+), noise-canceling headset, high-speed internet (10 Mbps down / 5 Mbps up), and a quiet, distraction-free home office. Backup internet/power is a plus. Starting with a paid 60-day trial. All job offers begin with a paid 60-day trial period so we can make sure the fit is right for both sides.

Skills Required

• Admin Support - Expert
• Customer Service - Expert
• Communication Skills - Expert

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