Medical Virtual Assistant – MedSpa

Overview

We are hiring a Medical Virtual Assistant for a privately owned company in the medical aesthetics industry (MedSpa). This is a full-time role for a USA-based client. This role is ideal for someone who is polished, friendly, proactive, detail-oriented, emotionally intelligent, and an excellent communicator with strong written English.

Key Responsibilities

• Manage inbound calls, texts, and emails; qualify inquiries and convert them into scheduled appointments in Jane App.

• Conduct timely outbound outreach for confirmations, reminders, consent-form follow-ups, and post-treatment check-ins; encourage rebooking.

• Prepare, scan, and upload documents to patient profiles; copy/paste provider charting templates and accurately update product details, including lot numbers and expiration dates.

• Collect and process deposits and payments over the phone securely; record transactions in the EMR with precision.

• Monitor and manage GoHighLevel inboxes for SMS and voicemail; respond promptly with a warm, service-oriented tone.

• Produce clear end-of-day reports and maintain task logs; communicate status updates and escalate issues proactively.

• Maintain organized digital records in Google Drive; manage Gmail correspondence and calendars.

• Demonstrate empathy, active listening, and de-escalation during patient interactions; deliver solutions and set clear expectations.

• Maintain working knowledge of common med spa treatments, such as neuromodulators and fillers, and basic pre- and post-care guidelines.

• Handle PHI with strict confidentiality and adhere to privacy and security standards, including HIPAA awareness.

Required Qualifications

• 2+ years of medical administrative, front desk, or patient support experience within a med spa or medical aesthetics practice.

• Familiarity with med spa terminology, including Botox/Dysport, fillers, and Sculptra, and basic pre- and post-care guidance.

• Proven success in high-volume phone-based customer service and appointment scheduling.

• Hands-on EMR experience using Jane App, with strong accuracy in medical data entry and document handling.

• Excellent spoken and written English, with a warm, personable, and professional communication style.

• Experience handling payments and deposits by phone with accuracy and confidentiality.

• Strong attention to detail, organization, follow-through, and the ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Prior experience in a US-based med spa or dermatology/aesthetics practice.

• Experience with GoHighLevel or similar CRM/omnichannel messaging platforms.

• Bilingual Spanish/English is a plus.

Required Skills & Tools

• Jane App

• GoHighLevel or similar CRM/omnichannel messaging tool

• Google Workspace, including Gmail, Docs, Drive, and Calendars

• VoIP and phone systems

• Strong written communication and phone etiquette

• Excellent patient service and communication skills

• Strong organization and attention to detail

Schedule & Pay

• Schedule: Full-time, Monday–Friday, 9:30 AM–5:30 PM Pacific Time

• This is a fully remote job for a U.S.–based company

• Pay: 14,000–17,800 ZAR / $860 - $1118 USD per month - depending on experience

System Requirements

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB RAM or higher

• Windows 10 or newer , or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with a microphone

Benefits

• Competitive pay rates

• Consistent hours and a predictable workload

• Fully remote work with long-term potential

• Direct collaboration with the founder/clinical provider, making a real impact

• Opportunity to grow alongside a boutique med spa practice

Closing Statement

If you are a compassionate, organized, and highly communicative medical administrative professional who enjoys creating exceptional patient experiences, we would love to hear from you.

Eligible locationsSouth Africa, Costa Rica