Bilingual Referral & Insurance Coordinator - Virtual Assistant - OR

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

1. Process and track patient referrals and insurance authorizations.
2. Coordinate with specialists, providers, and patients to move referrals forward.
3. 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.