Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)

About the role

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 Of