Job Description
What this role covers
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
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
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.