Virtual Medical Receptionist - Med Spa (Athena, Stripe, RingCentral)

Role Overview

We are seeking a highly organized and proactive Virtual Medical Receptionist / Patient Care Coordinator with experience in both medical and aesthetic environments. This role requires a strong understanding of insurance limitations, med spa services in the US, and patient-facing coordination.

You will support two providers remotely while delivering a high-touch, concierge-style patient experience from first contact through appointment completion.

Requirements

Key Responsibilities

Patient Coordination & Front Desk

• Manage inbound calls (10–15 calls/hour) via RingCentral and Clara
• Respond to voicemail-to-text messages promptly and professionally
• Schedule, confirm, and reschedule appointments
• Provide concierge-level patient support and communication

Insurance & Registration

• Verify insurance eligibility (limited to 3 accepted plans)
• Clearly explain coverage limitations vs. self-pay services
• Complete patient registration and intake prior to arrival
• Ensure all patient data is accurate in Athena Health

Telehealth Support

• Coordinate telehealth visits for 2 providers (PA & MD)
• Perform initial triage and route patients appropriately
• Ensure patients are prepared prior to appointments

Med Spa Knowledge

• Understand aesthetic vs. medical services
• Educate patients on services, pricing expectations, and limitations
• Handle sensitive conversations around non-covered procedures

Systems & Tools

• Athena Health (EHR)
• RingCentral (phone system)
• Stripe (payments)
• Clara (call routing & voicemail-to-text)

Qualifications

• Proven experience in medical reception, patient coordination, or medical VA
• Strong knowledge of insurance verification and eligibility
• Experience in med spa, dermatology, or aesthetics (highly preferred)
• Familiarity with Athena Health or similar EHR systems
• Excellent communication and multitasking skills
• Ability to handle high call volume efficiently

What We’re Looking For

• Proactive and solution-oriented
• Detail-oriented with strong follow-through
• Confident handling both insured and self-pay patients
• Able to balance speed with a high-quality patient experience