Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)

About the Role

Day-to-day, you will be working closely with the practice team to ensure that patients receive the highest level of care and support. This will involve answering inbound patient calls, responding to inquiries regarding wellness and aesthetic services, and managing appointment scheduling, rescheduling, and calendar coordination. You will also conduct patient follow-up calls after procedures and treatments, perform patient retention and follow-up calls, and manage patient messaging and communication.

The ideal candidate will thrive in a fast-paced environment, be highly organized, and possess excellent verbal and written English communication skills. If you are a proactive, detail-oriented, and dependable individual with a passion for helping patients, this role could be an excellent fit for you.

What You Will Do

• Answer inbound patient calls and respond to inquiries regarding wellness and aesthetic 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

What We Are Looking For

• Excellent verbal and written English communication skills
• Strong phone communication and customer service abilities
• Professional, warm, and compassionate demeanor
• Ability to confidently answer patient questions regarding treatments and services
• Highly organized with strong attention to detail
• Reliable, proactive, and able to multitask effectively
• Comfortable working independently in a remote environment
• Basic computer skills, including proficiency in Microsoft Excel
• Relevant work experience in a med spa, wellness clinic, or integrative health setting (preferred)

Nice to Have

• Previous experience as a virtual assistant or in a patient communication coordinator role
• Familiarity with wellness, hormone optimization, and aesthetic terminology/services
• Experience handling patient communication, appointment scheduling, or virtual reception work
• HIPAA trained and certified
• Experience in customer service, patient care coordination, or virtual receptionist roles

Benefits and Perks

• Competitive hourly rate
• Opportunity to work with a growing concierge wellness and aesthetic practice
• Remote work arrangement with flexible scheduling
• Professional development opportunities
• Access to cutting-edge technology and software
• Collaborative and supportive team environment
• Recognition and reward for outstanding performance

• Ensure you have a reliable laptop or desktop computer, high-speed internet connection, and noise-cancelling audio equipment before applying.
• Highlight any previous experience in a med spa, wellness clinic, or integrative health setting, as well as your proficiency in Microsoft Excel.
• Be prepared to provide examples of your exceptional customer service skills and ability to work independently in a remote environment.
• Familiarize yourself with the company's services and values to demonstrate your passion for delivering top-notch patient care.
• Consider obtaining HIPAA training and certification to increase your chances of being hired.
• Prepare to discuss your experience with patient communication, appointment scheduling, and virtual reception work during the interview process.