Virtual Office Manager / Patient Coordinator (Remote, Part-Time with Full-Time Potential)

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: TYPE OF WORK

Part Time

: SALARY

$800/month

: HOURS PER WEEK

40

: DATE UPDATED

Oct 16, 2026

JOB OVERVIEW

We are a medical spa looking for a reliable, personable virtual assistant to support our front office and keep clients informed, booked, and well cared for. You will be the friendly voice (and text) behind our client communication. This role starts part-time and can grow into a full-time position for the right person.

SCHEDULE
Part-time to start, with the opportunity to move to full-time. Must be available during U.S. Pacific Time (Los Angeles) business hours, 9:00am-5:00pm PT, Monday-Friday.

RESPONSIBILITIES
- Text and message clients to confirm appointments, send reminders, share pre- and post-treatment instructions, and answer routine questions
- Follow up after treatments to check in on clients and encourage rebooking
- Reach out to clients to reschedule, fill open slots, and recover no-shows
- Coordinate communication between the front desk, providers, and treatment staff
- Update and maintain client records, notes, and consent/intake forms in our EMR system
- Promote memberships, packages, and special offers to clients when appropriate
- Handle general office management tasks such as inbox management, documentation, and basic reporting
- Escalate urgent concerns or possible treatment reactions to the appropriate staff right away

REQUIREMENTS
- Medical office or med spa experience (front desk, medical assistant, client coordinator, or similar)
- Strong written and spoken English. Messages must be clear, professional, and warm
- Experience with EMR/EHR systems
- Comfort texting and messaging clients using HIPAA-compliant tools
- Working knowledge of HIPAA and client privacy requirements
- Availability during U.S. Pacific Time business hours (9am-5pm PT)
- Excellent organization, attention to detail, and follow-through
- Ability to work independently with minimal supervision
- Reliable high-speed internet, a quiet workspace, and a computer

NICE TO HAVE
- Experience with med spa or aesthetics software (e.g., Zenoti, Boulevard, Aesthetic Record, Vagaro, PatientNow)
- Familiarity with aesthetic treatments (Botox, fillers, laser, facials, etc.) and medical terminology
- Sales or client retention experience
- Interest in a long-term, full-time role

SKILL REQUIREMENT

Appointment Setting Patient Care Medical Virtual Assistant

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Virtual Office Manager / Patient Coordinator (Remote, Part-Time with Full-Time Potential)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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