Virtual Receptionist for Aesthetics / MedSpa Practice (Phone + Scheduling)
Title: Virtual Receptionist for Aesthetics / MedSpa Practice (Phone + Scheduling)
Job type: Ongoing / Part‑time
Estimated hours: [e.g., 10–25 hours per week]
Time zone: [e.g., US Eastern – must have overlap with clinic hours]
About the client
We are a growing aesthetics / medspa practice looking for a reliable, long‑term virtual receptionist to handle patient communication and keep our front desk running smoothly. The practice is fast‑paced but friendly, and we care a lot about giving every patient a professional, welcoming experience on the phone.
Role overview
We’re looking for an experienced medical or medspa virtual receptionist to:
Answer inbound calls during clinic hours and handle basic questions
Make outbound calls to return voicemails and confirm appointments
Schedule, reschedule, and cancel appointments in our practice software
Take detailed messages and route them to the correct team member
Capture and update basic patient information in our system
Provide a consistent, warm, and professional experience on every call
This is an ongoing role, not a one‑time project. We’re looking for someone who can become part of the extended team.
Responsibilities
Monitor phone calls during agreed‑upon hours and respond promptly
Triage calls: new patients, existing patients, urgent issues, vendors, etc.
Use clear call notes and templates to document each interaction
Follow our call scripts and FAQs, and suggest improvements over time
Coordinate with in‑office staff via chat/email about urgent messages
Maintain patient confidentiality and comply with HIPAA standards
Requirements
Proven experience as a virtual receptionist, patient coordinator, or front‑desk support in a medical, chiropractic, dental, or aesthetics/medspa setting
Comfortable discussing common aesthetics / medspa services and answering FAQs (training and scripts provided)
Hands‑on experience using practice management / EHR or scheduling software (experience with AestheticsPro or similar is a strong plus)
Excellent spoken and written English; clear and friendly phone manner
High attention to detail when documenting calls and scheduling
Reliable internet connection, quiet work environment, and ability to take calls consistently during agreed hours
Understanding of HIPAA/privacy best practices
Nice‑to‑have
Prior experience specifically with medspa workflows (consults, packages, memberships, pre‑ and post‑treatment guidance)
Experience helping improve call workflows, SOPs, or phone scripts
Schedule & compensation
Please indicate your weekly availability (days, hours, and time zone).
Include your desired hourly rate and whether you’re open to a fixed monthly retainer once we establish a steady schedule.
How to apply
Please include the following in your proposal:
A brief intro about your background in medical / aesthetics / medspa reception.
The practice management or scheduling systems you’ve used (mention AestheticsPro if applicable).
Your hourly rate and typical weekly hours available.
We’ll review applications on a rolling basis and invite shortlisted candidates to a short video call.
Job type: Ongoing / Part‑time
Estimated hours: [e.g., 10–25 hours per week]
Time zone: [e.g., US Eastern – must have overlap with clinic hours]
About the client
We are a growing aesthetics / medspa practice looking for a reliable, long‑term virtual receptionist to handle patient communication and keep our front desk running smoothly. The practice is fast‑paced but friendly, and we care a lot about giving every patient a professional, welcoming experience on the phone.
Role overview
We’re looking for an experienced medical or medspa virtual receptionist to:
Answer inbound calls during clinic hours and handle basic questions
Make outbound calls to return voicemails and confirm appointments
Schedule, reschedule, and cancel appointments in our practice software
Take detailed messages and route them to the correct team member
Capture and update basic patient information in our system
Provide a consistent, warm, and professional experience on every call
This is an ongoing role, not a one‑time project. We’re looking for someone who can become part of the extended team.
Responsibilities
Monitor phone calls during agreed‑upon hours and respond promptly
Triage calls: new patients, existing patients, urgent issues, vendors, etc.
Use clear call notes and templates to document each interaction
Follow our call scripts and FAQs, and suggest improvements over time
Coordinate with in‑office staff via chat/email about urgent messages
Maintain patient confidentiality and comply with HIPAA standards
Requirements
Proven experience as a virtual receptionist, patient coordinator, or front‑desk support in a medical, chiropractic, dental, or aesthetics/medspa setting
Comfortable discussing common aesthetics / medspa services and answering FAQs (training and scripts provided)
Hands‑on experience using practice management / EHR or scheduling software (experience with AestheticsPro or similar is a strong plus)
Excellent spoken and written English; clear and friendly phone manner
High attention to detail when documenting calls and scheduling
Reliable internet connection, quiet work environment, and ability to take calls consistently during agreed hours
Understanding of HIPAA/privacy best practices
Nice‑to‑have
Prior experience specifically with medspa workflows (consults, packages, memberships, pre‑ and post‑treatment guidance)
Experience helping improve call workflows, SOPs, or phone scripts
Schedule & compensation
Please indicate your weekly availability (days, hours, and time zone).
Include your desired hourly rate and whether you’re open to a fixed monthly retainer once we establish a steady schedule.
How to apply
Please include the following in your proposal:
A brief intro about your background in medical / aesthetics / medspa reception.
The practice management or scheduling systems you’ve used (mention AestheticsPro if applicable).
Your hourly rate and typical weekly hours available.
We’ll review applications on a rolling basis and invite shortlisted candidates to a short video call.