Practice Operations Coordinator & Patient Experience Specialist (Fully Remote)

Practice Operations Coordinator & Patient Experience Specialist /Fully Remote - (Remote Administrative, Front desk, Scheduling & Patient Experience Specialist)

About DVA Plastic Surgery

DVA Plastic Surgery is a premier plastic surgery practice in Houston, TX, dedicated to delivering exceptional surgical results and world-class patient experiences. As we continue to grow, we're seeking a highly organized, tech-savvy Virtual Practice Operations Coordinator to serve as the digital backbone of our operations.

TO APPLY: Please submit your resume AND a short introduction video (2-3 minutes) when applying.

POSITION OVERVIEW

This is a mixed-role position combining virtual office management, administrative coordination, front desk operations, and patient experience management—all performed remotely. You will be the organizational engine behind our practice, ensuring seamless coordination between our virtual and in-office teams, flawless administrative workflows, and exceptional patient satisfaction.

The ideal candidate is a master multitasker, proactive problem-solver, and expert in remote practice management who thrives on precision and efficiency.

CORE RESPONSIBILITIES

Digital Records & EMR Management

Prepare and manage digital patient charts in our EMR system with meticulous attention to detail
Ensure all documents, consents, and records are uploaded and accurate prior to appointments
Maintain patient data integrity across all platforms; conduct regular audits for accuracy and completeness
Organize and manage digital files for easy retrieval and compliance
Schedule & Calendar Coordination

Master the physician's complex surgical and clinical schedule, optimizing for efficiency
Coordinate scheduling with surgical facilities, anesthesia providers, and other external parties
Manage practice-wide calendar including tea ---------- etings and internal coordination
Serve as central scheduling hub between virtual and in-office teams
Handle appointment confirmations, reminders, and any necessary schedule adjustments
Financial Administration (Virtual)

Process online patient payments: deposits, surgical balances, payment plans
Issue digital receipts and maintain accurate payment records
Manage accounts receivable: send payment reminders and track outstanding balances
Reconcile daily transactions and prepare financial reports for management
Coordinate with patients regarding payment questions, financing, and billing inquiries
Office & Vendor Management (Remote)

Place online orders for office and clinical supplies to be shipped to Houston location
Manage vendor relationships and track supply inventory remotely
Handle digital faxes and correspondence, routing to appropriate tea ---------- mbers
Maintain organized digital filing systems for invoices, orders, and vendor communications
Patient Experience & Communication

Serve as virtual "front desk" for administrative patient inquiries
Provide professional, helpful support for questions about paperwork, payments, and scheduling
Triage patient communications: route clinical questions to medical staff, sales questions to Patient Care Coordinator
Follow up with patients to ensure satisfaction and address any administrative concerns
Collect and monitor patient feedback to continuously improve experience
Assist with reputation management initiatives (review requests, testimonial collection)
Team Support & Coordination

Provide high-level administrative support to physician, Virtual Patient Care Coordinator, and in-office clinical team
Act as communication bridge between virtual and physical office operations
Ensure seamless handoffs for all post-booking administrative tasks
Support team with meeting preparation, documentation, and special projects
Anticipate team needs and proactively address administrative bottlenecks
REQUIRED QUALIFICATIONS

Experience & Background

3+ years as Virtual Assistant, Administrative Coordinator, Office Manager, or similar role for US-based medical practice
Strong preference for experience in plastic surgery, aesthetic medicine, or cash-based medical practices
Proven track record of managing complex schedules and multi-faceted administrative operations
Experience handling financial transactions and accounts receivable
Technical Skills

EMR/EHR proficiency required (experience with aesthetic-focused EMRs like 4th Dimension, Nextech is a major plus)
Proficient with CRM software and practice management systems
Expert-level skills with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
Comfortable with virtual communication tools (Zoom, Google Meet, etc.)
Ability to quickly learn new software platforms (we're implementing Go High Level)
Tech-savvy problem-solver who can troubleshoot issues independently
Core Competencies

Elite organizational and time-management skills
Fanatical attention to detail with near-zero error rate
Superior written and verbal English communication
Proactive and self-motivated with strong initiative
Excellent problem-solving and critical thinking abilities
Professional demeanor with strong customer service orientation
Technical Requirements

Quiet, dedicated home office workspace
Stable high-speed internet (minimum 50 Mbps)
Modern computer with quality webcam and headset
Available to work hours aligned with Houston, TX time zone (CST)
Compliance & Confidentiality

Deep understanding of HIPAA compliance and patient confidentiality
Experience with secure handling of protected health information (PHI)
High level of discretion with sensitive practice and patient information
PREFERRED QUALIFICATIONS

Experience with 4th Dimension EMR, Nextech, Go High Level, or similar platforms
Background in aesthetic medicine or plastic surgery practices
Bilingual (English/Spanish)
Experience with aesthetic financing platforms (CareCredit, PatientFi)
Previous experience managing online reputation and patient reviews
KEY PERFORMANCE INDICATORS (KPIs)

Your success will be measured by:

Accuracy and timeliness of digital chart preparation (target: 100% accuracy, 24-hour turnaround)
Error-free schedule management with zero double-bookings or missed appointments
Accuracy of daily financial reconciliations and A/R management (target: <1% error rate)
Patient satisfaction scores related to administrative experience
Team satisfaction with administrative support and coordination
Response time to patient and team inquiries (target: within 4 business hours)
WHAT WE OFFER

Competitive compensation: $700 to $1,200 USD per month + performance bonuses
Stable, full-time, long-term position with a growing practice
Fully remote with flexible schedule (must align with CST business hours)
Opportunity to be a key member of our core team
Collaborative environment working alongside top-tier surgeon and dedicated staff
Professional development and growth opportunities
Work-life balance with the comfort of working from home


TO APPLY

Please submit:
Link to your resume
2-3 minute introduction video addressing:
Your relevant administrative and medical practice experience
Your EMR/technical proficiency
Why you're interested in this role
Your availability to start
Examples of how you've improved operations or patient experience in previous roles
We look forward to meeting organized, detail-oriented candidates who are passionate about operational excellence and creating exceptional patient experiences!