Virtual Front Desk Assistant

Role Overview

A well-established medical/aesthetic practice in Los Angeles, California, open Wednesday, Thursday, Saturday, and Sunday. We're hiring a part-time, remote Virtual Assistant to own front desk operations — confirming appointments, responding to patient text messages, and keeping the schedule running smoothly across multiple providers. This is a female-only role: the practice serves a predominantly female patient base discussing personal medical matters, and patients have indicated they are more comfortable communicating with a woman.

The role is 10 hours per week, split across two shifts per working day (roughly 1–1.5 hours in the morning and 1 hour at the end of the business day) to confirm the next day's appointments. Hours are flexible and will be refined with the selected candidate. All work is done remotely, in Pacific Time.

Key Responsibilities

•      Confirm the following day's appointments by text via Ring Central — e.g., message all Wednesday patients on Tuesday to confirm.

•      Respond to incoming patient text messages promptly throughout assigned shifts; the practice communicates with patients exclusively by text, never by phone call.

•      Schedule and manage bookings in Dr. Chrono (already configured) across multiple providers — Jolene, Elise, Birdie, and Neta.

•      Ask new/incoming patients what service they're booking (facial, massage/physical therapy, etc.) and route them to the right provider.

•      Collect insurance card details and date of birth/ID from new patients so eligibility can be verified by the practice owner.

•      Handle day-of scheduling requests (e.g., a patient texting mid-day asking for a Thursday or Saturday slot) by checking availability in Dr. Chrono and confirming back.

•      Flag anything unclear or any patient who needs owner attention rather than guessing.

•      Once ramped up: proactively reach out to existing patients on the client list to encourage booking new appointments (light marketing/outreach).

What We're Looking For

•      Female candidate — required, given the practice's patient base and the sensitive, personal nature of conversations.

•      Strong, clear English communication skills, both written and any verbal interaction.

•      Experience with Dr. Chrono and Ring Central preferred; willingness and ability to learn quickly is required if not already familiar.

•      Comfortable working independently and staying responsive during assigned shift windows — this is a texting-first, fast-response role.

•      Reliable and consistent; this is a small, family-run practice where front desk coverage directly affects the business.

•      Prior experience in a medical, aesthetic, or wellness front-desk/scheduling role is a strong plus.

•      Based in South Africa or the Philippines preferred.

Logistics

•      Schedule: Part-time, 10 hours/week, split shifts (~morning + end of day) on Wednesday, Thursday, Saturday, and Sunday, aligned to Pacific Time.

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