We are seeking an experienced, polished, and energetic Virtual Aesthetic Medical Receptionist / Medical Administrative Assistant to serve as the first point of contact for a busy U.S.-based Aesthetic Medicine and Medical Spa practice.

This position is ideal for someone who thrives in a fast-paced, patient-focused environment, enjoys building relationships, and is passionate about delivering an exceptional patient experience. As the first impression of our practice, you'll play a key role in creating a warm, welcoming, and professional experience for every patient while confidently assisting them with aesthetic treatment inquiries, scheduling, and administrative support.

The ideal candidate has previous experience supporting a U.S.-based medical spa, aesthetic practice, dermatology office, plastic surgery clinic, or cosmetic medicine practice. You should be comfortable discussing aesthetic treatments such as Botox, dermal fillers, laser procedures, and skincare services while maintaining professionalism and staying within your scope of practice.

Experience with Fresha, One Touch, Healthy Platform (telehealth), and EMR systems is strongly preferred.

Ideal Candidate

We're looking for someone who:

• Speaks English and Spanish fluently, with excellent pronunciation and professional communication skills.
• Is warm, personable, polished, and confident on the phone.
• Creates a welcoming, luxury-level patient experience from the first interaction.
• Can confidently answer general questions regarding aesthetic treatments, services, pricing, and appointment expectations.
• Has previous experience working in a medical spa, dermatology, plastic surgery, or aesthetic medicine practice.
• Is organized, proactive, and highly detail-oriented.
• Thrives in a fast-paced remote environment while managing multiple platforms simultaneously.
• Demonstrates professionalism, empathy, discretion, and outstanding customer service.
• Works independently while collaborating effectively with providers and the clinical team.
• Takes initiative and consistently follows up with patients to ensure an exceptional experience.

Requirements

• Minimum 2 years of experience as a Medical Receptionist, Medical Administrative Assistant, Patient Care Coordinator, or similar healthcare support role.
• Previous experience supporting a U.S.-based aesthetic practice, medical spa, dermatology office, plastic surgery practice, or healthcare clinic.
• Fluent in both English and Spanish (spoken and written).
• Excellent spoken English with clear pronunciation and a professional phone presence.
• Strong customer service and patient communication skills.
• Knowledge of aesthetic treatments such as Botox, dermal fillers, laser procedures, microneedling, chemical peels, and skincare services.
• Experience managing high-volume inbound and outbound patient communications.
• Experience with EMR systems and medical scheduling software.
• Familiarity with Fresha, One Touch, Healthy Platform, or the ability to learn new systems quickly.
• Strong organizational, multitasking, and time management skills.
• Ability to work independently in a remote environment.
• Reliable high-speed internet and a quiet, HIPAA-compliant home office.
• Strong attention to detail and commitment to delivering an outstanding patient experience.

Responsibilities

• Serve as the primary point of contact for patients via phone, text, email, and patient portal in both English and Spanish.
• Schedule new patient consultations, follow-up appointments, and aesthetic treatments.
• Confirm, reschedule, and manage appointments through Fresha and One Touch.
• Deliver exceptional customer service with professionalism, warmth, empathy, and confidence.
• Guide new and returning patients through the booking and intake process.
• Answer general questions regarding aesthetic treatments, pricing, pre-care, post-care instructions, and appointment expectations within scope.
• Manage patient intake forms, medical histories, consent forms, and documentation within the EMR system.
• Coordinate telehealth appointments through the Healthy Platform and ensure patients are prepared for virtual visits.
• Respond promptly and professionally to patient calls, texts, emails, and portal messages.
• Maintain accurate patient records across all systems.
• Follow up with patients regarding upcoming appointments, post-treatment check-ins, and rebooking opportunities.
• Assist providers and clinical staff with administrative coordination.
• Escalate clinical questions or concerns to the appropriate provider while maintaining HIPAA compliance.

Benefits

Please note that this is a full-time contractor position (40 hours per week) with a negotiable pay rate depending on skillset and experience. The schedule is Monday through Friday, from 9 AM to 5 PM EST.