Medical Virtual Assistant for MedSpa (Full‑time)

About the role

We are seeking a polished, friendly, and proactive Medical Virtual Assistant to support a privately owned MedSpa in the United States. Working remotely, you will be the first point of contact for patients, handling inbound communications, scheduling, and post‑treatment follow‑up while maintaining strict HIPAA compliance.

Key responsibilities

• Answer inbound calls, texts, and emails; qualify inquiries and convert them into scheduled appointments using Jane App.
• Conduct outbound outreach for confirmations, reminders, consent‑form follow‑ups, and post‑treatment check‑ins, encouraging re‑booking.
• Prepare, scan, and upload documents to patient profiles; update product details, lot numbers, and expiration dates.
• Collect and process deposits and payments securely over the phone and record transactions in the EMR.
• Monitor GoHighLevel inboxes for SMS and voicemail, responding promptly with a warm, service‑oriented tone.
• Produce end‑of‑day reports, maintain task logs, and proactively escalate issues.
• Organize digital records in Google Drive, manage Gmail correspondence and calendars.
• Demonstrate empathy, active listening, and de‑escalation skills during patient interactions.

Required profile

• Minimum 2 years of medical administrative or front‑desk experience in a med‑spa or medical aesthetics setting.
• Familiarity with med‑spa terminology (Botox/Dysport, fillers, Sculptra) and basic pre‑/post‑care guidelines.
• Proven success in high‑volume phone‑based customer service and appointment scheduling.
• Hands‑on experience with Jane App and accurate medical data entry.
• Excellent spoken and written English with a professional, personable communication style.
• Experience handling payments and deposits by phone with accuracy and confidentiality.

Required skills

• Jane App (EMR and scheduling)
• GoHighLevel or similar CRM/omnichannel messaging platform
• Google Workspace (Gmail, Docs, Drive, Calendar)
• VoIP and phone systems

What we offer

• Full‑time remote position with a consistent Pacific Time schedule (9:30 AM–5:30 PM PT)
• Opportunity to work in a fast‑growing medical aesthetics environment
• Professional development and exposure to a variety of med‑spa treatments