[Hiring] Front Desk Receptionist & Patient Communication Coordinator @Winning Assistants

Role Description

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.

• Assist patients with scheduling, appointment coordination, treatment inquiries, follow-ups, patient retention efforts, review outreach, and general communication support.
• 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.

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.

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).
• 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.