[Hiring] Patient Scheduling & Aesthetic Sales Support @Winning Assistants

Role Description

We are looking for a high-performing Healthcare Virtual Assistant to support a growing medical practice with patient communication, appointment scheduling, and aesthetic service sales. This role is a combination of medical receptionist + inside sales specialist, requiring someone who is excellent on the phone, has a strong healthcare background, and can confidently upsell services. The ideal candidate is friendly, proactive, sales-driven, and patient-focused, ensuring that every call is handled professionally while maximizing booking and revenue opportunities.

Core Responsibilities

• Appointment Scheduling & Phone Management (Top Priority)
  • Answer all incoming patient calls promptly (no missed calls)
  • Schedule and manage patient appointments
  • Maintain excellent phone etiquette and patient experience
  • Ensure patients feel heard, supported, and valued
• Upselling Aesthetic Services (Sales Focus)
  • Educate patients on services such as laser treatments, weight loss, and wellness programs
  • Identify patient needs and recommend appropriate services
  • Confidently upsell and convert inquiries into booked appointments
  • Support marketing efforts through patient conversations
• Prior Authorizations & Referral Coordination
  • Handle prior authorization requests
  • Coordinate referrals with other providers
  • Ensure all documentation and approvals are completed accurately
• Respond to patient inquiries and follow-ups
• Work within EClinicalWorks (ECW) for scheduling and documentation
• Use RingCentral for phone communication
• Navigate multiple systems and patient management tools

Qualifications

• Healthcare experience is REQUIRED (non-negotiable)
• Experience in medical office, clinic, or patient-facing healthcare role
• Sales or upselling experience preferred
• Experience with EClinicalWorks (ECW) is a plus (not required but preferred)

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.