Healthcare Virtual Assistant -- Medical Spa

Rate: 6--7/hour
Employment Type: Part-Time (20 hours/week), with potential to increase to Full-Time (40 hours/week)
Work Arrangement: Fully Remote
Industry: Healthcare / Medical Aesthetics

About the Opportunity

We are looking for a proactive, experienced, and self-sufficient Healthcare Virtual Assistant to support a U.S.-based cash-pay medical spa.

The ideal candidate has previous experience supporting a medical spa, aesthetics clinic, dermatology practice, wellness center, or similar healthcare setting. This person should be confident handling patient communication, appointment scheduling, administrative tasks, and customer service while contributing to a positive patient experience.

We are looking for someone who can work independently, exercise good judgment, and manage day-to-day responsibilities with minimal supervision and training.

Key Responsibilities

• Schedule and manage patient appointments, including confirmations and rescheduling.
• Manage incoming emails, phone calls, and other patient communications.
• Respond to patient inquiries professionally and provide accurate information about services.
• Handle appointment deposits, payment-related coordination, and follow-ups.
• Follow up with prospective and existing patients to support appointment bookings and retention.
• Assist with sales-related activities, including service inquiries and patient conversion.
• Provide excellent customer service and ensure a positive patient experience.
• Maintain accurate patient records and update relevant systems.
• Handle general administrative tasks to support the smooth operation of the medical spa.
• Maintain patient confidentiality and adhere to applicable healthcare privacy requirements.

Requirements & Qualifications

• At least 3years of experience as a Healthcare VA, Medical Virtual Assistant, Medical Receptionist, or in a similar healthcare administrative role.
• Experience working with a medical spa, aesthetics clinic, dermatology practice, wellness center, or related healthcare setting.
• Hands-on experience using Weave is required.
• Strong spoken and written English communication skills.
• Experience handling appointment scheduling, phone calls, emails, and patient inquiries.
• Familiarity with handling deposits, payment coordination, and patient follow-ups.
• Strong customer service and sales skills.
• Excellent critical-thinking, problem-solving, and organizational abilities.
• Ability to work independently, take initiative, and manage responsibilities with minimal supervision.
• Ability to adapt quickly and require minimal training.

Work Schedule & Compensation

• Starting schedule: 20 hours per week.
• Potential to increase to 40 hours per week based on the client's needs and performance.
• Rate: 6--7/hour.
• Fully remote position.

Ideal Candidate

The ideal candidate is proactive, detail-oriented, and comfortable working in a client-facing healthcare environment. They should have a strong understanding of the patient journey in a cash-pay medical spa, be confident communicating with prospective and existing patients, and have the ability to support both administrative operations and sales activities with minimal supervision.