We are seeking a polished, professional, and customer-focused Virtual Medical Administrative Assistant to support growing Medical Spa practices. This role is ideal for someone who thrives in a high-end, concierge-style environment and understands that a luxury patient experience begins with the very first touchpoint.
Our practice places an absolute priority on exceptional communication skills. Candidates must possess excellent English, outstanding pronunciation, and little to no noticeable accent. Patients should feel as though they are speaking directly with an in-office team member. The ability to speak clearly, professionally, and confidently is essential.
Primary Responsibilities:
Concierge Patient Communication & Phone Management (Primary Focus)
- High-Volume Call Operations: Confidently manage inbound and outbound patient calls across both Med Spa locations, maintaining warmth and absolute professionalism.
- Treatment & Pricing Guidance: Articulately answer patient inquiries regarding aesthetic treatments, services, baseline pricing, and office policies.
- Triage & Message Routing: Promptly route detailed messages and clinical inquiries to the appropriate on-site providers or management staff.
Appointment Scheduling & Calendar Maximization
- Strategic Booking: Schedule, confirm, reschedule, and cancel high-end consultations, treatments, and follow-up appointments across multiple provider calendars within Vagaro.
- Calendar Optimization: Actively manage and protect provider schedules to maximize daily productivity, minimize gaps, and streamline patient flow.
Professional Patient Text Communication
- Digital Correspondence: Manage secure text communication channels to send out appointment reminders, confirmations, and follow-ups.
- Brand Representation: Respond to patient texts promptly using flawless grammar, professional syntax, and close attention to detail.
Administrative Support & Record Keeping
- Data Integrity: Maintain precise, up-to-date patient records, intake paperwork, and demographic details within Vagaro.
- Interaction Logging: Systematically document all patient touchpoints, preferences, and detailed scheduling notes to ensure seamless operational continuity.
Requirements
- Proven Experience: Minimum 2+ years of experience as a Medical Receptionist, Front Desk Coordinator, or Patient Coordinator within a premium U.S. clinical setting.
- Aesthetic Background: Previous experience working within a Medical Spa, Aesthetic, Cosmetic, Dermatology, or Plastic Surgery practice is strongly preferred.
- Communication Mastery: Outstanding verbal and written English communication skills featuring flawless grammar, clear articulation, and little to no noticeable accent.
- Technical Agility: Strong baseline familiarity with cloud-based phone architectures (e.g., RingCentral) and digital scheduling matrices.
- Remote Workspace: A secure, completely private, and distraction-free home office setup equipped with high-speed internet.
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