Bilingual VA Medical Admin - Personal Injury / MedPay - ID48691941406

About this role

Position Overview
We are seeking a Bilingual English/Spanish Virtual Medical Administrative Assistant to support a busy chiropractic practice specializing in Personal Injury (PI), MedPay, attorney liens, insurance coordination, and DOT examinations.
This position is highly focused on Personal Injury administrative workflows, patient communication, insurance/MedPay follow-up, attorney coordination, and new-patient lead conversion.
The ideal candidate should have hands-on experience working with Personal Injury patients and insurance-related cases, understand how MedPay and attorney liens are handled, and be comfortable communicating with patients, attorneys, law offices, insurance adjusters, and medical providers.
Strong phone skills are essential. The VA will be responsible for helping move a case from the initial inquiry through scheduling and ongoing administrative follow-up.
Top Responsibilities
1. Personal Injury, MedPay & Attorney Lien Coordination
This is the primary area of focus for the position.
The VA should understand the basic administrative workflow of Personal Injury cases and be comfortable coordinating information between patients, attorneys, insurance companies, and medical providers.
Responsibilities include:

• Assist with the intake and coordination of new Personal Injury patients.

• Collect accident, attorney, insurance, and claim information.

• Determine whether a patient has MedPay coverage, when applicable.

• Obtain and document available MedPay information, including insurance carrier, claim information, policy details, and available case/claim numbers.

• Follow up with insurance companies and adjusters regarding MedPay-related information.

• Communicate with attorneys and law offices regarding patient cases.

• Obtain and document attorney contact information and case details.

• Understand and work with attorney liens / lien-based treatment according to the practice's procedures.

• Request, track, and follow up on Letters of Protection (LOPs), attorney liens, or related documentation, when applicable.

• Confirm whether the attorney is representing the patient and obtain the appropriate law-office contact information.

• Communicate with attorneys regarding treatment status, records, billing, and case-related administrative questions.

• Track outstanding information required to move a PI case forward.

• Maintain accurate documentation of insurance, attorney, claim, and case information in the appropriate system.

• Follow up on incomplete PI files and missing documentation.

• Escalate issues involving coverage, authorization, liability, or billing to the appropriate member of the practice.

• Maintain strict HIPAA compliance when handling patient and case information.

2. Obtaining Case Numbers & Information From Providers, Attorneys and Insurance Companies
The VA should be comfortable making outbound calls to obtain information needed to process and coordinate Personal Injury cases.
This may include contacting:
Attorneys / Law Offices

• Request the attorney's name and contact information.

• Obtain the patient's case number/file number, when applicable.

• Confirm representation of the patient.

• Request lien/LOP documentation when required.

• Confirm where medical records and billing should be sent.

• Follow up on missing or incomplete case information.

Insurance Companies / Adjusters

• Obtain the claim number.

• Identify the assigned adjuster.

• Obtain adjuster contact information.

• Confirm available MedPay coverage and relevant policy information.

• Document insurance information accurately.

• Follow up when information is missing or pending.

Medical Providers / Referral Sources

• Obtain referral information.

• Request the appropriate case/reference number when applicable.

• Confirm where records or documentation should be sent.

• Coordinate patient information between providers.

• Follow up on missing records or referral documentation.

The candidate must be comfortable saying, in professional terms, "I need to obtain the case/claim information for this patient" and confidently navigating the conversation until the required information is obtained.
3. Phone & Patient Support
Phone communication will be a major component of this role.
Responsibilities include:

• Handle inbound and outbound calls.

• Provide phone coverage during regular business hours.

• Provide Saturday morning phone coverage.

• Respond promptly to new-patient inquiries.

• Schedule new patients.

• Prioritize and schedule Personal Injury referrals.

• Follow up on missed calls and new leads.

• Collect patient demographics and referral information.

• Explain basic administrative processes to patients.

• Communicate professionally with patients in English and Spanish.

• Follow up with patients who have not yet scheduled.

• Maintain a professional, empathetic, and confident phone presence.

• Identify opportunities to convert inquiries into scheduled appointments.

The candidate should be comfortable handling calls from patients who may be calling immediately after an accident and should be able to collect the necessary information while keeping the conversation organized and professional.
4. Insurance & Medical Administrative Support
Responsibilities may include:

• Insurance verification and information gathering.

• MedPay information gathering and follow-up.

• Personal Injury insurance coordination.

• Workers' Compensation-related administrative support.

• Communicating with insurance adjusters.

• Communicating with attorneys and law offices.

• Tracking outstanding insurance information.

• Requesting and following up on medical records.

• Maintaining accurate patient and insurance documentation.

• Coordinating referrals.

• Following HIPAA and patient confidentiality requirements.

• Escalating coverage or billing questions when appropriate.

The candidate does not need to make insurance coverage or legal decisions. They must know how to gather…