We are seeking a high-energy, dependable, and articulate Virtual Front Desk & Medical Administrative Assistant to support our growing concierge practice, Houston Concierge Medicine (houstonconciergemedicine.com). Our clinic provides personalized, high-touch medical care, and we need a dedicated front-office professional to manage high-volume patient communications, appointment workflows, and clinical administrative support.
This fast-paced role is ideal for a candidate who thrives on the phone, handles busy schedules with ease, and possesses strong attention to detail regarding prescription processing. If you are an experienced medical admin who takes pride in delivering exceptional patient service while maintaining tight operational flow, we invite you to join our team.
Schedule & Working Hours
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)
VA's Top 3 Daily Tasks
- High-Volume Call Management: Handling approximately 200–250 inbound and outbound patient phone calls daily with professionalism, efficiency, and care.
- Scheduling & Patient Recall: Coordinating appointments, managing provider calendars, and executing proactive patient recall and follow-up outreach.
- Prescription Coordination: Processing and submitting prescription requests on behalf of providers and liaising directly with pharmacies and patients to resolve issues.
Core Responsibilities
- Patient Communications: Serve as the primary virtual front-desk contact; manage heavy daily call volume, address patient inquiries, and deliver white-glove concierge customer service.
- Calendar & Appointment Operations: Schedule, confirm, and optimize appointments for new and established patients; maintain patient recall lists to support ongoing care continuity.
- Prescription & Pharmacy Support: Submit prescription requests as directed by providers, follow up on refills, and coordinate with pharmacies regarding patient orders.
- Administrative Practice Support: Update patient records, coordinate follow-up care tasks, and maintain seamless communication between patients and clinical staff.
Requirements
- Medical Office Background: Minimum 2+ years of experience working as a Medical Administrative Assistant or Front Desk Coordinator in Internal Medicine, Family Medicine, Concierge Medicine, or Dermatology.
- High-Volume Call Handling: Proven experience managing heavy call volume (capable of handling 200–250 inbound/outbound calls daily).
- Prescription & Pharmacy Workflow Experience: Hands-on experience processing provider prescription requests and communicating with pharmacies.
- Communication Excellence: Strong written and verbal English skills with a warm, clear, and highly professional phone presence.
- Remote Setup: A quiet, private, HIPAA-compliant home office with a high-speed internet connection, a reliable computer setup, and a clear headset.
Preferred Qualifications
- Specialty Experience: Background in practices that prescribe weight-loss medications (e.g., GLP-1s) and peptides.
- Software Experience: Direct experience navigating and using GoHighLevel (GHL).
- Concierge Care Background: Prior experience supporting a Concierge Medicine or Private-Pay practice model.
Ideal Candidate Profile
You are a polished, efficient medical admin who stays calm under pressure and excels on the phone. You enjoy keeping calendars full, resolving pharmacy and prescription tasks quickly, and serving as a warm, reliable point of contact for every patient.
