Job Overview

Our client is looking for a Medical Spa Receptionist to act as a virtual extension of their front desk. The role is designed to streamline patient scheduling, manage client inquiries, and support the on-site clinic team, ensuring a seamless and high-quality experience for all patients.

Client Overview

Join a thriving medical spa based in Philadelphia, Pennsylvania, that delivers high-quality aesthetic and wellness services. The practice consists of an owner-practitioner and a dedicated team of four on-site members. As their in-person patient base continues to expand, this remote role has been created to act as a virtual extension of the front desk. The team values professional patient care, seamless scheduling, and absolute clinical confidentiality.

Schedule

• Tuesday - Saturday, Tuesdays: 9:00 AM - 12:00 PM, Wednesdays and Thursdays: 6:00 PM - 8:00 PM, Fridays: 9:00 AM - 2:00 PM, Saturdays: 8:00 AM - 4:00 PM EST (20 work hours per week)

Responsibilities

• Manage inbound and outbound phone calls, emails, and messages promptly, providing an exceptional and welcoming first point of contact.
• Coordinate, book, reschedule, and confirm patient appointments directly within the electronic medical record (EMR) system.
• Actively follow up with inbound leads and general enquiries to convert interest into scheduled consultations.
• Maintain strict HIPAA compliance and patient confidentiality across all digital communications and record-keeping.
• Support the on-site front desk team by offloading administrative tasks during peak clinic hours.
• Track patient interactions, follow-up progress, and appointment statuses using the practice's CRM platform.
• Provide general administrative support to streamline daily medical spa operations.

Requirements

• Customer Service: Proven experience in a receptionist, customer service, or high-touch administrative support role.
• Systems Capability: Confident learning and navigating CRM platforms and electronic medical record (EMR) systems.
• Communication: Highly articulate with outstanding written and verbal English skills, featuring a warm, professional, and empathetic phone manner.
• Compliance Mindset: Strong attention to detail and a willingness to complete HIPAA training and strictly adhere to patient privacy protocols.
• Work Ethic: Highly organised, reliable, and capable of working closely with an on-site team in a fast-paced environment.

Nice to Have

• Previous experience working within a medical spa, dermatology clinic, wellness center, or general healthcare facility.
• Hands-on experience with platforms such as GoHighLevel, Aesthetic Record, or Leadar.
• Prior experience working as a virtual assistant for US-based medical or beauty brands.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.