Virtual Medical Assistant – Fully Remote (Spanish Required)

Job Details

Position: Virtual Medical Assistant (Spanish Preferred) – Mujtaba Clinic NY
Salary: Rs. 85,000 – Rs. 100,000 per month
Job Type: Full-time
Work Location: Remote (Pakistan-based candidates encouraged)

Working Hours & Schedule

• U.S. Eastern Business Hours: 11:00 AM – 9:00 PM EST
• Pakistan Time: 7:00 PM – 7:00 AM PKT (DST applies)
• Shift Duration: 9–10 hours per day
• Work Days: 5 days per week
• Clinic Operation: 7 days a week
• Positions Available: 2

About the Role

Mujtaba Clinic NY is hiring two experienced Virtual Medical Assistants to support a busy New York–based medical practice. This is not an entry-level administrative role. Candidates must be confident, highly productive, technically skilled, and experienced in U.S. medical office operations.

Performance will be evaluated based on:

• Appointments scheduled and kept
• Accuracy of EMR documentation
• Communication quality
• Reliability and consistency

Key Responsibilities

1. Advanced EMR Management (Tebra/Kareo Required)

• Advanced hands-on experience with Tebra (formerly Kareo)
• Appointment scheduling and management
• Insurance eligibility verification (primary, secondary, co-pays, deductibles)
• Updating patient records, alerts, appointment notes, and insurance details
• Reviewing patient histories and documentation
• Maintaining clean, accurate, and complete data entry

2. Phone Handling & Appointment Conversion (Core KPI)

• Professional and confident phone communication
• Convert inbound and outbound calls into confirmed appointments
• Return missed calls within 5–10 minutes
• Speak clear, American-standard English
• Communicate with empathy, clarity, and confidence
• Handle a majority Spanish-speaking patient population
• Follow structured scripts (weight loss, exams, aesthetics, etc.)

Performance is measured by appointments created and patients who show up.

3. Spanish Language Requirement (Mandatory)

Spanish fluency is strongly preferred and essential due to the patient population.

At minimum, candidates must be able to:

• Communicate with patients in basic to fluent Spanish
• Use key medical and conversational phrases
• Inform patients when a Spanish-speaking staff member will assist
• Send Spanish text messages using translation tools
• Provide respectful and smooth communication in Spanish

Over 80% of patients speak Spanish; bilingual communication is critical for success.

4. Billing Communication & Issue Resolution

• Working knowledge of U.S. medical billing, including:
  • Claims and claim status
  • Co-pays, deductibles, and balances
  • Denials and common billing errors
  • Missing documentation affecting revenue
• Communicate billing concerns with providers, office managers, and billing teams
• Identify and escalate billing-related issues accurately and promptly

5. Medical Scribing & AI Tools

• Experience or ability to learn medical scribing
• Review and organize provider notes
• Ensure documentation meets billing requirements
• Familiarity with AI scribing tools such as:
  • FreedAI
  • DeepScribe
  • Augmedix
  • Or similar platforms
• Understanding medical terminology is strongly preferred

6. Administrative Audits (Daily)

• Patient registration forms
• Insurance uploads and eligibility checks
• Co-pay documentation and receipts
• Doctor notes (started, incomplete, unsigned)
• Weave messages and appointment requests
• Missed call logs
• Fax review and archiving
• Appointment confirmations

Accuracy and consistency are mandatory.

7. Patient Outreach & Scheduling

• Call overdue annual exams
• Follow up on cancellations and no-shows
• Contact weight loss and follow-up patients
• Assist with IV hydration, aesthetics, and BlissMAX follow-ups
• Respond to texts and Weave requests
• Meet daily productivity targets
• Convert every patient interaction into a scheduled appointment

8. Communication, Documentation & SOP Compliance

• Document all calls, texts, and actions in EMR
• Update appointment notes and patient alerts
• Follow all clinic SOPs and protocols
• Maintain professional tone and reliability
• Provide end-of-shift reports covering:
  • Appointments created
  • Eligibility checks completed
  • Co-pays collected
  • Pending or outstanding issues

Zoom Requirement (Mandatory)

• Must remain on Zoom for the entire shift
• Camera ON and Screen Share ON (except breaks)
• Required for transparency, collaboration, and live supervision

English Language Requirement

Candidates must demonstrate:

• Fluent, neutral American-standard English
• Strong listening and comprehension skills
• Professional and empathetic phone communication
• Comfort with conversational language and situational responses

Performance & Hiring Standards

• No acceptable skill gaps for this role
• Hiring is based strictly on demonstrated ability
• Candidates must meet or exceed expectations from day one
• Fast adaptability and high productivity are essential

Technical Requirements

• High-performance computer (no lag)
• Dual monitors (required)
• High-speed internet (fiber preferred)
• Backup internet connection
• Power backup (UPS)
• Quiet, dedicated home office
• Professional work environment
• High-quality headset and microphone

Ideal Candidate Profile

We are looking for someone who is:

• Results-driven and revenue-focused
• Highly productive and detail-oriented
• Tech-savvy and quick to learn
• Fluent in Spanish and English
• Reliable with excellent attendance
• Comfortable in fast-paced, high-volume environments
• Adaptable, positive, and professional

This role offers long-term growth for the right candidate.