Virtual Assistant - MedSpa Sales & Front Desk

Virtual Assistant – MedSpa Sales & Front Desk

We are looking for a personable and sales-oriented Virtual Assistant to support a MedSpa / Aesthetic & Wellness Practice in Texas offering Botox, fillers, HRT, peptides, and other aesthetic and wellness treatments.

The primary focus of this role is converting leads into appointments, managing patient communication and scheduling, and supporting patient retention. We are looking for someone who is warm and engaging, proactive with follow-ups, confident in sales conversations, and able to create an excellent patient experience without sounding scripted or pushy.

Position Details

• Position Type: Full-Time
• Work Days: Monday–Friday
• Work Hours: 10:00 AM–7:00 PM CST or 11:00 AM–8:00 PM CST, as assigned
• Rate: $5–$6 per hour
• Workplace: Remote

Responsibilities

Lead Conversion & Appointment Setting

• Respond promptly to calls, texts, missed calls, website inquiries, and social media leads.
• Build rapport, understand patient needs, provide approved information on services, pricing, promotions, consultation options and financing, and convert qualified leads into booked appointments.
• Follow up consistently with new and old leads who do not immediately book and track their outcomes: booked, follow-up, not interested, no response .
• Identify appropriate opportunities to recommend or upsell additional services without being pushy.
• Maintain accurate notes about lead conversations and follow-ups

Scheduling, Patient Communication & Coordination

• Schedule, confirm, reschedule, and send appointment reminders to new and existing patients.
• Maintain waitlists, contact patients for earlier openings, fill cancellations and open appointment slots, and collect deposits when required.
• Coordinate weight-loss, wellness, and HRT patients, including follow-up, lab, and HRT pellet appointments; track patients due or overdue for treatments or labs; and confirm lab completion.
• Send approved questionnaires, medication pickup/shipping reminders, and pre- and post-treatment instructions, and ensure required paperwork is completed.
• Answer basic non-clinical questions, explain what patients should expect, and provide a warm, high-quality patient experience by phone and text.
• Explain cancellation/no-show policies and document important patient communications.
• Promptly escalate medical questions, symptoms, side effects, or other concerns to the provider. Never diagnose, recommend medication, or independently provide medical advice.

Patient Follow-Up & Retention

• Maintain lists of patients due for repeat services, follow-ups, or labs and conduct consistent outreach to encourage timely rebooking.
• Follow up with patients after treatments, according to clinic protocol and recommend next appointments.
• Reactivate patients who have not returned in several months.
• Follow up with consultation patients who did not book or purchase.
• Identify appropriate opportunities for complementary or maintenance treatments without being pushy.

Reviews & Referrals

• Ask satisfied patients for Google reviews and send review links following positive interactions.
• Track reviews, conduct appropriate follow-ups, explain available referral promotions, and acknowledge patient referrals.

Marketing Support

• Track which promotions generate bookings.
• Contact previous patients regarding approved promotions.
• Help organize before-and-after photos and related consent documentation.
• Identify frequently asked patient questions and common booking objections to support marketing efforts.
• Draft occasional content using ChatGPT when needed.

Additional Responsibilities

• Maintain accurate patient demographics, intake/consent forms, lead trackers, follow-up lists and manage patient charts.
• Review upcoming schedules and ensure required forms, labs, deposits, medications, and other appointment needs are ready.
• Assist with medical scribing and SOAP notes for wellness, HRT, and peptide consultations, as needed.
• Provide a brief end-of-day summary covering leads, follow-ups, scheduling updates, and issues requiring attention.

KPIs : Speed of answering calls and messages, lead-to-appointment conversion rate, missed-call recovery rate, no-show/cancellation rate, number of empty appointment slots filled, patient follow-up completion, reactivation bookings, Google reviews generated, and quality of patient communication.

Requirements

REQUIREMENTS

• At least 1 year of experience in sales, lead conversion, appointment setting, customer service, or a similar client-facing role.
• Excellent spoken English with a minimal noticeable accent and a pleasant, professional phone voice.
• Warm, personable, engaging, and able to build rapport quickly.
• Strong emotional intelligence, listening, and conversational skills.
• Sales-oriented and persuasive without sounding aggressive or scripted.
• Persistent and comfortable with repeated lead and patient follow-ups.
• Able to handle difficult patients professionally and work independently.
• Accountable, dependable, and able to take ownership of tasks through completion.
• Organized, able to work independently, and comfortable handling difficult patients professionally.

Preferred

• MedSpa, aesthetics, wellness, or healthcare experience.
• Familiarity with Botox, fillers, HRT, or peptides.
• Medical scribing/SOAP note experience.
• Experience with Jane EMR.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.