Virtual Receptionist for Aesthetics / MedSpa Practice (Phone + Scheduling)
Title: Virtual Receptionist for Aesthetics / MedSpa Practice (Phone + Scheduling) Job type: Ongoing / Part‑time Estimated hours: [e.g., 10–25 hours per week] Time zone: [e.g., US Eastern – must have overlap with clinic hours] About the client We are a growing aesthetics / medspa practice looking for a reliable, long‑term virtual receptionist to handle patient communication and keep our front desk running smoothly. The practice is fast‑paced but friendly, and we care a lot about giving every patient a professional, welcoming experience on the phone. Role overview We’re looking for an experienced medical or medspa virtual receptionist to: Answer inbound calls during clinic hours and handle basic questions Make outbound calls to return voicemails and confirm appointments Schedule, reschedule, and cancel appointments in our practice software Take detailed messages and route them to the correct team member Capture and update basic patient information in our system Provide a consistent, warm, and professional experience on every call This is an ongoing role, not a one‑time project. We’re looking for someone who can become part of the extended team.
Responsibilities
Monitor phone calls during agreed‑upon hours and respond promptly Triage calls: new patients, existing patients, urgent issues, vendors, etc. Use clear call notes and templates to document each interaction Follow our call scripts and FAQs, and suggest improvements over time Coordinate with in‑office staff via chat/email about urgent messages Maintain patient confidentiality and comply with HIPAA standards
Requirements
Proven experience as a virtual receptionist, patient coordinator, or front‑desk support in a medical, chiropractic, dental, or aesthetics/medspa setting Comfortable discussing common aesthetics / medspa services and answering FAQs (training and scripts provided) Hands‑on experience using practice management / EHR or scheduling software (experience with AestheticsPro or similar is a strong plus) Excellent spoken and written English; clear and friendly phone manner High attention to detail when documenting calls and scheduling Reliable internet connection, quiet work environment, and ability to take calls consistently during agreed hours Understanding of HIPAA/privacy best practices Nice‑to‑have Prior experience specifically with medspa workflows (consults, packages, memberships, pre‑ and post‑treatment guidance) Experience helping improve call workflows, SOPs, or phone scripts Schedule & compensation Please indicate your weekly availability (days, hours, and time zone). Include your desired hourly rate and whether you’re open to a fixed monthly retainer once we establish a steady schedule. How to apply Please include the following in your proposal: A brief intro about your background in medical / aesthetics / medspa reception. The practice management or scheduling systems you’ve used (mention AestheticsPro if applicable). Your hourly rate and typical weekly hours available. We’ll review applications on a rolling basis and invite shortlisted candidates to a short video call.