Bilingual Referral & Insurance Coordinator - Virtual Assistant - OR

About this role

We are seeking a highly organized and detail-oriented Bilingual Referral & Insurance Coordinator Virtual Assistant to support a busy healthcare practice remotely.

The ideal candidate has hands-on experience with eClinicalWorks (ECW) , strong knowledge of medical referrals and insurance authorizations, and excellent communication skills in both English and Spanish . This role requires someone who can communicate clearly and professionally with patients, specialists, insurance companies, and healthcare providers.

Bilingual English/Spanish and eClinicalWorks experience are REQUIRED. Candidates must also have very clear spoken English with little to no noticeable accent , as frequent patient and provider communication is required.

Key Responsibilities

• Process and coordinate patient referrals from initiation through completion.
• Submit, track, and follow up on insurance authorizations.
• Coordinate appointments and communication with specialists and outside providers.
• Maintain accurate referral tracking and follow up on outstanding items.
• Contact patients regarding referrals, appointments, authorizations, and required documentation.
• Coordinate the transfer and receipt of medical records between providers and facilities.
• Communicate with referring providers, specialists, insurance companies, and other healthcare organizations.
• Verify that required clinical documentation is available and properly routed.
• Update patient and referral information accurately in eClinicalWorks (ECW) .
• Monitor pending referrals and authorizations to ensure timely completion.
• Follow up consistently with patients and providers to prevent delays in care.
• Handle sensitive patient information in accordance with HIPAA and practice policies.
• Perform additional administrative and coordination tasks as needed.
• Ideal Candidate

The ideal candidate is organized, proactive, persistent, and highly communicative . They should be comfortable taking ownership of referrals from start to finish, following up without constant supervision, and ensuring that patients and providers receive timely updates.

• Because this position involves frequent communication with English-speaking patients and healthcare providers, clear English pronunciation and minimal accent are essential .
• Top 3 Daily Priorities
• Process and track patient referrals and insurance authorizations.
• Coordinate with specialists, providers, and patients to move referrals forward.
• Follow up on pending referrals, authorizations, appointments, and medical records.

Requirements

Requirements

Must-Have Qualifications

• Fluent English and Spanish – spoken and written.
• Hands-on experience using eClinicalWorks (ECW) is REQUIRED.
• Previous experience in a medical referral, insurance authorization, referral coordination, medical scheduling, or healthcare administrative role.
• Excellent verbal and written communication skills.
• Very clear spoken English with little to no noticeable accent.
• Strong attention to detail and excellent follow-up skills.
• Ability to manage multiple referrals and authorization cases simultaneously.
• Comfortable communicating directly with patients, providers, specialists, and insurance representatives.
• Strong computer and organizational skills.
• Understanding of HIPAA and the importance of maintaining patient confidentiality.
• Reliable remote-work setup with stable internet connection and a professional workspace.

Preferred Qualifications

• Experience working with insurance companies and payer portals.
• Experience obtaining or following up on prior authorizations.
• Experience coordinating specialist referrals.
• Experience transferring medical records.
• Previous experience working with U.S. healthcare practices.
• Familiarity with medical terminology and insurance processes.
• Required Experience
• eClinicalWorks (ECW): Required
• Referral Coordination: Required
• Insurance Authorization: Required
• Bilingual English/Spanish: Required
• Clear English communication / minimal accent: Required
• Healthcare/Medical Administrative Experience: Required

Benefits

Please note that this is a full-time contractor position (40 hours per week) with a hourly rate open to negotiate, depending on skill set and experience. The schedule is Monday through Friday, 9:00 AM - 5:00 PM EST.