Virtual Assistant – Telehealth & Medical Spa Operations at SnappyCX

Job Title: Virtual Assistant – Telehealth & Medical Spa Operations

Department: Operations

Location: Remote (Anywhere)

Employment Type: Part-Time (Contract)

Hours: 10 hours/week | Potential to scale

About the Role

We are a fast-growing, telehealth-focused medical spa and adjacent physician business looking for a highly organized and proactive Virtual Assistant to join our team. This is a startup-style environment where you'll wear multiple hats, work independently, and play a key role in keeping our patient-facing operations running smoothly. If you thrive in dynamic settings and are comfortable with AI-assisted workflows, we want to hear from you.

What You'll Do

• Monitor and manage the inbox, ensuring timely and professional responses
• Schedule and coordinate appointments across multiple providers and platforms
• Follow up with patients through the intake process and keep communication warm and consistent
• Support telehealth-related workflows from booking through post-visit coordination
• Assist with lead follow-up and patient engagement campaigns
• Provide general virtual front desk and administrative support
• Help maintain and improve operational workflows as the business scales

What We're Looking For

• Experience working in telehealth, medical spa, or aesthetics operations
• Background in patient coordination and communication
• Familiarity with peptide therapy and weight management workflows is a strong plus
• Prior experience in a startup or fast-growing business environment
• Comfort with AI tools, automation platforms, and digital workflows

Platform Experience Required

You should have working knowledge of at least some of the following:

• OptiMantra
• Nextiva
• Acuity Scheduling
• VOIP systems

Who You Are

• Strong written and verbal English communicator — patient-facing tone matters
• Detail-oriented and highly organized, even under pressure
• Able to work independently with minimal supervision
• Proactive — you flag issues and solve problems before being asked
• Adaptable and comfortable building processes in a growing environment

Remote Work Requirements

• Stable, high-speed internet connection (speed test may be requested)
• Quiet, professional home office setup
• Availability during US business hours with consistent overlap