Virtual Assistant - MedSpa Sales & Front Desk

Virtual Assistant – MedSpa Sales & Front Desk 

We are looking for a personable and sales-oriented Virtual Assistant to support a MedSpa / Aesthetic & Wellness Practice in Texas offering Botox, fillers, HRT, peptides, and other aesthetic and wellness treatments.

The primary focus of this role is lead conversion, patient communication, and patient retention. We are looking for someone who is warm, confident on the phone, persuasive without being pushy, and comfortable with consistent follow-up.

Position Details

• Position Type: Full-Time
• Work Days: Monday–Friday
• Work Hours: 10:00 AM–7:00 PM CST or 11:00 AM–8:00 PM CST, as assigned
• Rate: $5–$6 per hour
• Workplace: Remote

Responsibilities

Lead Conversion & Appointment Setting

• Respond to incoming leads and convert inquiries into booked appointments.
• Guide conversations toward scheduling and identify appropriate opportunities to upsell services.
• Consistently follow up with leads who do not immediately book.
• Respond to inquiries generated through email and text marketing campaigns.

Patient Communication & Retention

• Answer inbound calls and handle general patient inquiries without unnecessarily escalating them to the provider.
• Provide basic information about services such as Botox and fillers after training.
• Maintain lists of patients who are due for repeat services and conduct consistent follow-ups.
• Follow up as needed, potentially every other week, until the patient responds, books, unsubscribes, or requests communication to stop.
• Build rapport and handle difficult or direct patient conversations professionally.

Additional Support

• Assist with general administrative and back-end tasks.
• Support email and text follow-up campaigns.
• Draft occasional blogs/content using ChatGPT on Wednesdays, when needed.
• Assist with medical scribing for wellness, HRT, and peptide consultations, including listening to provider-patient conversations and helping create SOAP notes, as needed.

KPIs: Lead conversion and patient/customer satisfaction (CSAT).

Requirements

REQUIREMENTS

• At least 1 year of experience in sales, lead conversion, appointment setting, customer service, or a similar client-facing role.
• Excellent spoken English with a minimal noticeable accent and a pleasant, professional phone voice.
• Warm, personable, engaging, and able to build rapport quickly.
• Strong emotional intelligence, listening, and conversational skills.
• Sales-oriented and persuasive without sounding aggressive or scripted.
• Persistent and comfortable with repeated lead and patient follow-ups.
• Able to handle difficult patients professionally and work independently.
• Dependable and able to work the assigned Monday–Friday schedule.
• Proactive and able to take initiative without waiting to be reminded about follow-ups or assigned tasks.
• Accountable and dependable, with the ability to take ownership of responsibilities and follow through on commitments.

Preferred:

• MedSpa, aesthetics, wellness, or healthcare experience.
• Familiarity with Botox, fillers, HRT, or peptides.
• Medical scribing/SOAP note experience.
• Experience with Jane EMR

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.