Virtual Front Desk Coordinator (Bilingual – Spanish/English)

Full Job Description

Position Summary

The Virtual Front Desk Coordinator will manage front desk operations remotely across CAM Physical Therapy's Maryland clinic locations. This role covers phone management, appointment scheduling, insurance verification, and patient check-in support — often working independently. This is a long-term.

About CAM Physical Therapy and Wellness Services LLC

CAM Physical Therapy and Wellness Services LLC has provided outpatient physical therapy services across Maryland, USA since 2003. We operate multiple clinic locations offering physical therapy, occupational therapy, and wellness services. As a minority-owned business recognized for its commitment to the community, we foster a collaborative, professional environment that supports the growth of our team members and the patients we serve.

What We Offer

• Competitive pay with room for growth
• Flexible scheduling within required coverage hours
• A supportive, fully remote team environment
• The opportunity for a stable, long-term working relationship — not a short-term

Job Responsibilities

Key Responsibilities

Phone Management

• Answer incoming calls promptly and professionally
• Provide information about services, answer inquiries, and direct calls to the appropriate department or individual

Appointment Scheduling

• Contact patients to schedule and confirm appointments, coordinating with the appropriate clinic location
• Use scheduling software (SPRY EMR) to manage appointments and update patient records accurately

Insurance Verification & Authorizations

• Verify patient insurance coverage and benefits prior to scheduled appointments
• Track and follow up on authorization requirements, ensuring visits are authorized before they occur
• Flag any coverage gaps, authorization expirations, or visit-limit concerns to clinical and billing staff

Patient Check-In Support

• Facilitate a smooth, welcoming remote virtual check-in process for patients
• Verify patient demographic and insurance information, updating records as needed

Independent Front Desk Coverage

• Manage front desk responsibilities independently for assigned hours, without requiring constant supervision
• Use sound judgment to prioritize tasks and escalate issues appropriately when working solo

Communication and Coordination

• Collaborate with on-site front desk staff and clinical teams to ensure accurate, up-to-date information
• Communicate schedule changes or appointment updates to relevant parties promptly

Customer Service

• Provide excellent, professional service in both English and Spanish, addressing patient inquiries and resolving issues
• Ensure a positive, respectful experience for every patient interaction

Administrative Support

• Assist with general administrative tasks — data entry, filing, and maintaining accurate patient records
• Support other virtual and on-site team members as needed

Job Requirements

Required Qualifications

• Fluent in both Spanish and English (spoken and written) — required
• Previous experience in healthcare, customer service, or an administrative role
• Excellent communication and interpersonal skills
• Strong organizational skills and ability to multitask
• Experience with USA Health insurance verification and prior authorization processes
• Comfortable working independently with minimal supervision
• Familiarity with scheduling software EMR and Microsoft/outlook applications
• Reliable, self-motivated, and able to manage time effectively in a remote setting

Preferred Qualifications

• Experience in a healthcare or physical therapy setting
• Knowledge of medical terminology
• Familiarity with electronic health records (EMR) systems, particularly SPRY
• Prior experience working as a remote/virtual front desk coordinator for a US-based healthcare practice

Working Conditions

• Reliable high-speed internet connection required
• Two monitors required, Windows operating system (Apple/Mac products not supported)
• Regular communication with on-site staff and periodic virtual team meetings required
• Hours 3 early days 7am-4pm and 2 late days 10:30am-7:30pm EST

Skills Required

• Phone Support - Intermediate
• Administration - Intermediate

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