Answer inbound patient calls and inquiries regarding wellness and aesthetic services such as Hormone Replacement Therapy (HRT), Botox, Fillers, Integrative wellness treatments, Preventative and personalized healthcare services
Manage appointment scheduling, rescheduling, confirmations, and calendar coordination
Conduct patient follow-up calls after procedures and treatments
Perform patient retention and 4-week follow-up calls
Send Google review outreach messages and manage review links
Manage patient messaging and communication
Assist with calendar and email management
Provide billing and insurance verification support
Maintain professionalism, confidentiality, and excellent patient care standards
Support daily front desk and administrative operations remotely
Answer inbound calls promptly and prevent voicemail overflow
Conduct post-procedure patient follow-up calls
Manage Google review outreach and patient retention efforts

Medical education or degree: Not required
Previous experience as a Virtual Assistant: Preferred but not required
Medical license (doctor, nurse, PT, etc.): Not required
Previous experience in a med spa, wellness clinic, concierge medical practice, integrative health clinic, or aesthetic practice preferred
Familiarity with wellness, hormone optimization, and aesthetic terminology/services
Experience handling patient communication, appointment scheduling, or virtual reception work is highly preferred
HIPAA trained and certified preferred
Experience in customer service, patient care coordination, or virtual receptionist roles is a plus
Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
Must be available for video meetings with your camera on (when needed)

Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

Front Desk Receptionist, Patient Communication Coordinator

Key skills