Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)

Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)Position Type: Full-timeWork Hours: 8:00 AM - 5:00 PM EDTWork Days: Monday-FridaySalary: $5–$6 per hour (depending on experience)Job Code: [EB-FrontDesk]Workplace: RemotePreferred Candidate Location: PhilippinesAbout the RoleOur 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 / ResponsibilitiesAnswer inbound patient calls and inquiries regarding wellness and aesthetic services such as:Hormone Replacement Therapy (HRT)BotoxFillersIntegrative wellness treatmentsPreventative and personalized healthcare servicesManage appointment scheduling, rescheduling, confirmations, and calendar coordinationConduct patient follow-up calls after procedures and treatmentsPerform patient retention and 4-week follow-up callsSend Google review outreach messages and manage review linksManage patient messaging and communicationAssist with calendar and email managementProvide billing and insurance verification supportMaintain professionalism, confidentiality, and excellent patient care standardsSupport daily front desk and administrative operations remotelyTop PrioritiesAnswer inbound calls promptly and prevent voicemail overflowConduct post-procedure patient follow-up callsManage Google review outreach and patient retention effortsSystems & Tools UsedElation (EHR)Aesthetic Record (EHR and potential phone integration)Spruce Health (phone system)RequirementsMedical education or degree: Not requiredPrevious experience as a Virtual Assistant: Preferred but not requiredMedical license (doctor, nurse, PT, etc.): Not requiredPreferred QualificationsPrevious experience in a med spa, wellness clinic, concierge medical practice, integrative health clinic, or aesthetic practice preferredFamiliarity with wellness, hormone optimization, and aesthetic terminology/servicesExperience handling patient communication, appointment scheduling, or virtual reception work is highly preferredHIPAA trained and certified preferredExperience in customer service, patient care coordination, or virtual receptionist roles is a plusSkills & Personality TraitsExcellent verbal and written English communication skillsStrong phone communication and customer service abilitiesProfessional, warm, and compassionate demeanorAbility to confidently answer patient questions regarding treatments and servicesHighly organized with strong attention to detailReliable, proactive, and able to multitask effectivelyComfortable working independently in a remote environmentBasic requirementsMust be proficient in speaking and writing English very clearlyMust have relevant work experienceBe 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 requirementsDevice: 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.BenefitsDedicated 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.Originally posted on Himalayas

Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)Position Type: Full-timeWork Hours: 8:00 AM - 5:00 PM EDTWork Days: Monday-FridaySalary: $5–$6 per hour (depending on experience)Job Code: [EB-FrontDesk]Workplace: RemotePreferred Candidate Location: PhilippinesAbout the RoleOur 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 / ResponsibilitiesAnswer inbound patient calls and inquiries regarding wellness and aesthetic services such as:Hormone Replacement Therapy (HRT)BotoxFillersIntegrative wellness treatmentsPreventative and personalized healthcare servicesManage appointment scheduling, rescheduling, confirmations, and calendar coordinationConduct patient follow-up calls after procedures and treatmentsPerform patient retention and 4-week follow-up callsSend Google review outreach messages and manage review linksManage patient messaging and communicationAssist with calendar and email managementProvide billing and insurance verification supportMaintain professionalism, confidentiality, and excellent patient care standardsSupport daily front desk and administrative operations remotelyTop PrioritiesAnswer inbound calls promptly and prevent voicemail overflowConduct post-procedure patient follow-up callsManage Google review outreach and patient retention effortsSystems & Tools UsedElation (EHR)Aesthetic Record (EHR and potential phone integration)Spruce Health (phone system)RequirementsMedical education or degree: Not requiredPrevious experience as a Virtual Assistant: Preferred but not requiredMedical license (doctor, nurse, PT, etc.): Not requiredPreferred QualificationsPrevious experience in a med spa, wellness clinic, concierge medical practice, integrative health clinic, or aesthetic practice preferredFamiliarity with wellness, hormone optimization, and aesthetic terminology/servicesExperience handling patient communication, appointment scheduling, or virtual reception work is highly preferredHIPAA trained and certified preferredExperience in customer service, patient care coordination, or virtual receptionist roles is a plusSkills & Personality TraitsExcellent verbal and written English communication skillsStrong phone communication and customer service abilitiesProfessional, warm, and compassionate demeanorAbility to confidently answer patient questions regarding treatments and servicesHighly organized with strong attention to detailReliable, proactive, and able to multitask effectivelyComfortable working independently in a remote environmentBasic requirementsMust be proficient in speaking and writing English very clearlyMust have relevant work experienceBe 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 requirementsDevice: 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.BenefitsDedicated 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.Originally posted on Himalayas