Virtual Office Manager – Telehealth Wellness Practice

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TYPE OF WORK

Any

SALARY

N/A

HOURS PER WEEK

TBD

DATE UPDATED

Aug 19, 2026

JOB OVERVIEW

Reigning Wellness is seeking a highly organized, dependable, and patient-focused Virtual Office Manager to help manage the daily operations of our growing telehealth practice.

We specialize in personalized weight-loss care, GLP-1 medications, peptide therapy, hormone replacement therapy, and overall wellness. We are looking for someone who can bring structure to the practice, improve our systems, and provide every patient with a warm and professional experience.

Responsibilities:

Manage daily office operations and keep tasks, schedules, and patient follow-ups organized
Answer patient calls, text messages, and emails promptly and professionally
Schedule consultations, follow-up appointments, and lab-review visits
Assist patients with intake forms, patient portal access, lab orders, invoices, and appointment preparation
Track new leads and follow up with prospective patients
Help onboard new patients and explain the next steps in their care
Coordinate medication and prescription-related communication with patients, providers, and pharmacies
Monitor outstanding labs, forms, payments, medication refills, and follow-up appointments
Maintain organized patient records while protecting confidentiality and following HIPAA requirements
Help create and improve office systems, templates, workflows, and standard operating procedures
Support membership renewals, treatment packages, payment plans, and patient retention
Assist with basic administrative, marketing, and social media tasks as needed
Identify problems early and help ensure that nothing falls through the cracks

The ideal candidate:

Has experience as a virtual office manager, medical assistant, patient coordinator, healthcare administrator, or executive assistant
Is exceptionally organized, proactive, and detail-oriented
Can manage multiple priorities without becoming overwhelmed
Communicates warmly and professionally with patients
Is comfortable discussing weight loss, GLP-1 medications, peptides, HRT, and wellness services
Understands patient privacy and HIPAA compliance
Is confident using electronic medical records, patient portals, calendars, email, text messaging, spreadsheets, and online payment systems
Can work independently, solve problems, and follow through without constant supervision
Has strong written and verbal communication skills
Is comfortable working in a growing practice where systems may continue to evolve

Preferred experience:

Telehealth or wellness-clinic experience
Medical office management
GLP-1 or medical weight-loss programs
Hormone replacement therapy or functional medicine
Pharmacy and laboratory coordination
GoHighLevel or similar CRM platforms
Canva, social media, or basic marketing support
Insurance verification or billing knowledge

SKILL REQUIREMENT
Outbound Sales Personal Assistant Medical Virtual Assistant
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