Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)

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.