Remote Front Desk / Patient Coordinator (Virtual Assistant)
About the Role : We are seeking a highly organized, patient-focused Remote Virtual Assistant to support front desk operations at a fast-growing aesthetic and primary care clinic. This role is essential in managing communication, patient experience, and lead conversion.Key Responsibilities Patient Communication & SchedulingAnswer inbound calls and manage patient inquiriesSchedule, reschedule, and confirm appointmentsHandle missed calls and voicemail follow-ups promptlyProvide accurate information on services, pricing, and promotions Social Media & Lead ManagementRespond to Instagram, Facebook, and SMS inquiries in a timely mannerConvert leads into booked appointmentsTrack and follow up with warm and cold leadsMaintain CRM updates and patient notes Patient Retention & Follow-UpPerform follow-up calls after treatmentsRe-engage inactive patientsAssist with membership retention and promotionsSupport review requests and patient satisfaction outreach ️ Administrative SupportMaintain accurate patient recordsVerify and collect required documentationCoordinate with in-office team for daily schedules and updatesQualificationsRequired:Experience working in a med spa, aesthetic clinic, or healthcare settingStrong phone communication and sales skillsFamiliarity with CRM/EMR systems (e.g., PatientNow preferred)Knowledge of HIPAA compliance and patient confidentialityExcellent English and Spanish . Preferred:Experience in aesthetic services (Botox, fillers, laser, etc.)Medical insurance verification experienceSocial media messaging/customer service experienceSales or lead conversion backgroundSkills & TraitsStrong multitasking and organizationDetail-oriented with high accountabilityFriendly, professional, and patient-centered communicationAbility to work independently and meet KPIsFast response time and sense of urgencyKPIs (Performance Metrics)Lead response time (< 5 minutes preferred)Booking conversion rateShow rate & reduction of no-showsPatient retention & rebooking rateDaily follow-up completionScheduleFull-time . Must be available during clinic hours (CST preferred)CompensationCompetitive hourly rate (based on experience)Performance-based bonuses (lead conversion, bookings, retention)How to ApplyPlease submit:ResumeShort video introducing yourselfExperience in med spa or healthcare settingExample of how you handle a patient inquiry or sales conversation