Virtual Patient Concierge & Care Coordinator

We are hiring a Virtual Patient Concierge & Care Coordinator for a boutique private practice in the aesthetics, functional medicine, and sexual health industry. This is a Full-Time remote role for a Virginia, USA-based client.

The role is focused on delivering high-touch patient support, managing scheduling and EMR workflows, coordinating patient communications, and ensuring a seamless concierge-style experience from inquiry through appointment completion. The ideal candidate is proactive, discreet, empathetic and confident discussing intimate health topics.

Key Responsibilities:

• Serve as the first point of contact for calls, texts, emails, and portal messages, providing concierge-level patient support and service education

• Schedule, confirm, reschedule, and manage appointments, including accurate intake, consents, and documentation

• Use Symplast (EMR/CRM) to manage patient records, bookings, communications, and workflows

• Ensure correct provider assignment so charts and portal messages route appropriately

• Manage provider calendars, appointment availability, and scheduling workflows

• Set reminders and track labs, follow-ups, treatments, and other patient requirements

• Prepare daily schedules and next-day readiness, including confirmations and pre-visit instructions

• Follow up with patients regarding scheduling, forms, labs, follow-ups, and outstanding requirements

• Triage post-procedure and urgent messages, escalating to the clinical team per protocol

• Maintain accurate EMR/CRM documentation of patient interactions, appointments, and follow-ups

• Maintain strict HIPAA compliance, patient confidentiality, NDA, and security protocols

• Deliver a high-touch, discreet, and professional experience when handling sensitive health topics

• Contribute to SOPs and the practice knowledge base to improve efficiency and consistency

• Collaborate with the founder and clinical team on workflow and patient-service improvements

Required Qualifications:

• 2+ years of experience in patient coordination, medical front office, care navigation, medical scheduling, or concierge healthcare support within aesthetics/med spa, dermatology, urology/sexual health, plastic surgery, functional medicine, or related healthcare settings

• Hands-on experience managing appointments, EMR workflows, patient communications, and administrative processes in a medical environment

• Strong verbal and written English communication skills with a clear, professional phone presence

• Comfort and professionalism discussing sensitive sexual health topics using accurate clinical terminology

• Exceptional attention to detail, follow-through, organization, and task ownership in a fully remote setting

• Strong ability to work independently while following established clinical and administrative protocols

Preferred Qualifications:

• Direct experience with Symplast (EMR/CRM) strongly preferred

• Experience in a high-touch concierge medical, aesthetics, or wellness environment

• Experience supporting high-profile or VIP clientele

• Hospitality, luxury service, or patient-experience background

• Experience working remotely with a U.S.-based medical practice

• Strong calendar management and administrative coordination skills

Required Skills & Tools:

• Symplast EMR/CRM (strongly preferred) or comparable EMR/CRM platforms

• VoIP/call management systems and secure messaging tools

• Google Workspace or Microsoft 365 for documentation and scheduling

• Strong calendar management and digital organization skills

Schedule & Pay:

• Full-Time position; Monday–Thursday 10:00 a.m.– 6:00 p.m. EST; Friday 10:00 a.m.–5:00 p.m. EST

• Fully remote role for a Virginia, USA-based client

• Pay ranges from R14,000 - R17,500 ZAR ( $935 - $1110) - dependent on experience

• Includes structured onboarding, HIPAA certification support if needed, and strong long-term growth potential

System Requirements:

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

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

• HD 720p webcam

• Headset with microphone

Benefits:

• Competitive pay rates

• Consistent hours and predictable workload

• Fully remote work with long-term potential

• Direct collaboration with the founder and clinical team, making a real impact

• Supportive and inclusive work environment

• Opportunity to grow alongside a high-touch, concierge-style practice

If you are passionate about delivering exceptional patient care, creating a seamless patient experience, and thrive in a high-touch, fast-paced environment, we’d love to hear from you.