[Hiring] Patient Care & Intake Specialist @Inside Out Hiring

Role Description

We are seeking a proactive, fluent English-speaking Virtual Assistant based in Latin America to manage patient care and customer support operations. In this full-time role, you will serve as the primary operational support for the clinic during working hours—managing schedules, handling inbound inquiries, navigating CRM workflows, and addressing pre- and post-procedure questions. You will play a vital role in reducing administrative bottlenecks, allowing the lead practitioner to focus on patient treatments.

Key Responsibilities

• Appointment & Rescheduling Management:
  • Schedule, adjust, and heavily manage appointment modifications and rescheduling for patients holding pre-purchased treatment packages directly within the Vagaro platform.
• Inbound Call & Lead Handling:
  • Answer high-volume inbound phone calls during designated clinic operating hours, delivering warm, professional, and empathetic customer service in both English and Spanish.
• Patient Navigation & Wayfinding:
  • Assist lost or arriving patients with real-time driving/parking directions using provided clinic walk-through videos and route documentation.
• Patient Education & Support:
  • Review procedural documentation and PDFs to confidently answer routine pre- and post-procedure care questions.
• Promotional Guidance:
  • Understand active promotional offers, package details, and pricing to effectively communicate options to prospective and returning callers.
• Triage & Consultation Management:
  • Qualify patient inquiries to handle routine requests independently, minimizing unnecessary consult escalations to leadership.
• System Maintenance:
  • Maintain accurate patient profiles, interaction logs, and records within the CRM platform.

Qualifications

• Fully bilingual fluency in both English and Spanish (written and spoken) is required.
• Direct, hands-on experience using Vagaro CRM/scheduling software is required (training/walkthrough materials provided for clinic specifics).
• Previous experience in medical aesthetics, dermatology, plastic surgery, or a clinical spa setting is strongly preferred.
• Exceptional phone etiquette, strong active listening skills, and a clear, patient, and empathetic speaking voice.
• Strong spatial/directional comprehension to guide patients, ability to multitask under high call volume, and high self-motivation when working independently.

Requirements

• C1 English level is required. The selected candidate will be speaking strictly in English during their whole shift.
• Please submit your resume and audio recording in English.

Benefits

• Salary: $8 to $10 per hour
• Work Schedule: Mon–Thu (8 AM–7 PM), Fri (8 AM–5 PM) (EST)
• Target Start Date: ASAP