Virtual Assistant, Patient Concierge

This is a fully remote position, open to applicants in United States.

📋 Description

• Thoroughly and accurately pre-chart patient appointments

• Promptly acknowledge provider requests, complete tasks on schedule, and provide proactive status updates in Trello

• Review all work before reaching out to patients or dispatching provider reports

• Oversee provider inboxes and calendars, which includes patient scheduling, follow-ups, and virtual consultations

• Facilitate patient communication workflows, such as appointment reminders, reorder messages, and post-treatment check-ins

• Ensure accurate data entry in the Zenoti EMR and other Skin Clique systems

• Assist in planning and logistics for both virtual and in-person events, including tox events and skincare education sessions

• Create and manage patient lists, lead trackers, and engagement logs

• Monitor engagement and campaign performance utilizing reporting templates

• Identify local collaboration and event opportunities to promote practice expansion

• Maintain a practice growth tracker to evaluate performance and uncover opportunities

• Support order tracking, inventory management, and replenishment of consumables and marketing materials

• Compile monthly performance reports summarizing activities and results

• Collaborate with the Skin Clique core team regarding scheduling, billing, and system-related inquiries

• Ensure that communications, documentation, and patient information remain compliant and confidential

⛳️ Requirements

• Must reside within the United States

• Preference for Eastern Time Zone; Central Time Zone candidates will be considered

• Availability from Monday to Friday, between 9:00 AM and 5:00 PM ET

• Must have a reliable, quiet home workspace and a strong, dependable Wi-Fi connection

• Self-motivated mindset with the ability to take initiative, solve problems, and work autonomously

• Genuine servant attitude when engaging with providers and patients

• High work standards and discipline to meticulously double-check work

• Strong follow-through and effective communication habits

• Prior experience in administrative or virtual assistant roles, preferably in a fast-paced or client-facing environment

• Exceptional attention to detail and organizational skills

• Excellent written and verbal communication abilities

• Capability to manage multiple providers and priorities within a virtual setting

• Background in medical, healthcare, aesthetics, or wellness fields is preferable but not mandatory

• Familiarity with EMRs (Zenoti), scheduling tools, CRMs, Trello, or social media management platforms is advantageous

🏝️ Benefits

• Fully remote work opportunity within the United States

• Competitive hourly wage based on experience

• Full-time schedule of 40 hours per week

• Flexible remote working arrangement

• Equal opportunity and inclusive workplace