Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)
Position Type: Full-time
Work Hours: 8:00 AM - 5:00 PM EDT
Work Days: Monday-Friday
Salary: $5–$6 per hour (depending on experience)
Job Code: [EB-FrontDesk]
Workplace: Remote
Preferred Candidate Location: Philippines
About the Role
Our client is seeking a highly organized, professional, and patient-focused Virtual Assistant – Front Desk Receptionist & Patient Communication Coordinator to support a growing concierge wellness and aesthetic practice specializing in personalized healthcare, hormone optimization, integrative wellness, and aesthetic treatments.
This role is perfect for someone who thrives in a fast-paced environment, enjoys helping patients, and delivers exceptional customer service with professionalism and empathy. As the first point of contact for patients, you will play a key role in creating a seamless and welcoming patient experience while supporting daily front desk and administrative operations remotely.
You will assist patients with scheduling, appointment coordination, treatment inquiries, follow-ups, patient retention efforts, review outreach, and general communication support. The ideal candidate is proactive, detail-oriented, dependable, and comfortable communicating with patients regarding wellness and aesthetic services.
Scope of Work / Responsibilities
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
Top Priorities
- Answer inbound calls promptly and prevent voicemail overflow
- Conduct post-procedure patient follow-up calls
- Manage Google review outreach and patient retention efforts
Systems & Tools Used
- Elation (EHR)
- Aesthetic Record (EHR and potential phone integration)
- Spruce Health (phone system)
Requirements
- Medical education or degree: Not required
- Previous experience as a Virtual Assistant: Preferred but not required
- Medical license (doctor, nurse, PT, etc.): Not required
Preferred Qualifications
- 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
Skills & Personality Traits
- 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 requirements
- 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)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
Benefits
- 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.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
