Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant) at Winning Assistants

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.