Spanish-Speaking Medical Scribe & Assistant

Job Description: Spanish-Speaking Medical Scribe & Assistant

Company: Specialized Gastroenterology Practice

Location: Remote (Latin America / South America - Fixed Location Required) Position Type: Part-time to Full-time (Starting at 30 hours/week)

I. Role Overview

We are seeking a highly dedicated and detail-oriented Virtual Medical Scribe and Assistant to support a fast-paced Gastroenterology practice in the United States. This role is critical in ensuring clinical excellence by providing real-time scribing, comprehensive pre-charting, and essential administrative support.

The ideal candidate will be a licensed nurse with a strong clinical background and a stable, high-performance home office setup.

II. About the Clinic and Physician

Specialization: Gastroenterology.

Physician Profile: Our specialist is highly demanding and operates on a word-of-mouth referral basis. His time is split equally between the surgery center and clinical patient care.

Culture: Fast-moving and professional. The practice relies solely on its reputation for excellence.

III. Key Responsibilities & Tasks

Pre-Charting: Reviewing patient schedules in advance to prepare charts; pulling lab results, imaging reports, and prior consultation notes into the EMR so the physician is prepared before each visit.

Real-Time Medical Scribing: Accompanying the doctor virtually during patient visits to record clinical notes and documentation accurately.

Patient Coordination: Handling incoming calls and scheduling appointments during non-scribing hours.

Clinical Communication: Relaying information between the physician and patients. Workflow Integration: Assisting the doctor between back-to-back appointments to maintain a smooth clinic flow.

IV. Mandatory Requirements

Experience: At least one year of experience as a Medical Virtual Assistant or Scribe. Educational Recency: Candidates should ideally be within five years of graduation or active practice to ensure up-to-date knowledge.

Language Proficiency: Must be Bilingual (English and Spanish).

Technical & Security Specifications

Fixed Working Location: The candidate must work from one specific, consistent location only. Epic EMR access is tied to a verified IP address; changing locations or IP addresses causes significant security disruptions and requires hours of technical modification to restore access.

Hardware: Minimum 8 GB RAM.

Monitor: Minimum 21–22 inch monitor. Epic does not function well on smaller screens without 32 GB RAM.

Multitasking: Ability to run Epic and Zoom simultaneously on the same computer (no phone/tablet workarounds).

Compliance

Documentation: Must provide a valid Passport, Criminal Background Check (e.g., NBI clearance or equivalent), and Professional License.

• V. Nice to Haves
  Clinical & Educational Background
  Nursing Background: A Bachelor's degree in Nursing (RN/BSN) is required to ensure a deep understanding of medical terminology, pharmacology, and drug interactions.

• Software Proficiency: Prior experience with Epic EMR is a significant advantage. Specialty Exposure: Previous experience in Gastroenterology or surgical practices.

VI. Schedule and Training

Training Period: Two-week intensive phase (Epic EMR and practice-specific workflows).

Working Hours: Starts at 30 hours per week, with the potential to move to 40 hours based on performance

Here are targeted interview questions for each competency, with what a strong answer should reveal:

Pre-Charting

• "Walk me through how you'd prepare for a physician's next-day schedule of 15 patients, several of whom are follow-ups with pending lab results." (Tests process, prioritization, EMR navigation.)

• "You find a lab result that looks abnormal while pre-charting. What do you do?" (Tests judgment on escalation vs. overstepping scope.)

• "How do you handle a chart where the last visit's notes are incomplete or conflicting with what a referral letter says?"

• "What EMR systems have you pre-charted in, and how do you organize pulled information so a physician can scan it in under a minute?"

Real-Time Medical Scribing

• "A patient describes symptoms rapidly and the physician interrupts with a differential diagnosis mid-sentence. How do you capture both accurately?"

• "What's your approach to medical terminology and abbreviations you don't recognize in the moment?"

• "How do you distinguish between what the physician says to the patient versus what should go in the formal note (SOAP format)?"

• Give a short mock dictation (2-3 sentences with a clinical scenario) and have them produce a note live — this is the single best predictor of scribing skill.

• "How do you handle a dropped call or audio lag mid-visit without losing documentation accuracy?"

Patient Coordination

• "A patient calls upset that their appointment was moved. Walk me through the call."

• "How do you triage which calls need immediate physician attention versus routine scheduling?"

• "Describe how you'd handle three inbound calls arriving simultaneously during a scribing session."

• "What's your process for confirming appointment details to avoid no-shows or double-bookings?"

Clinical Communication

• "A physician gives you verbal instructions to relay to a patient about medication changes. How do you ensure accuracy and avoid giving anything that sounds like independent medical advice?"

• "How do you handle a patient who asks you a clinical question directly, like 'what does this result mean?'"

• "Describe a time you had to relay urgent information between a provider and patient. How did you prioritize it?"

Workflow Integration

• "The doctor finishes one visit 3 minutes late and the next patient is already waiting. What do you do in that gap?"

• "How do you flag issues (e.g., missing consent form, incomplete chart) without disrupting the visit flow?"

• "Describe your system for tracking multiple in-progress tasks (charting, calls, follow-ups) across a full clinic day without dropping any."