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.
• Tech-savvy, comfortable with learning new technologies and leaning into using AI as a resource.
• A self-starter mindset comfortable taking initiative and working independently.
  
  

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
• Proficiency in using ChatGPT, Gemini, Claude AI or similar
• 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
• Pay: 14,000–16,500 ZAR per month
  
  

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
  
  

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.