Virtual Aesthetic Front Desk & Patient Care Coordinator

We are seeking a vibrant, highly organized, and articulate Virtual Aesthetic Front Desk & Patient Care Coordinator (Female Candidate Preferred) to manage front-office communications, patient engagement, and appointment scheduling for a premier medical aesthetics practice. In this key role, you will serve as the primary voice and digital brand ambassador for our clinic—handling inbound and outbound phone calls, managing extensive patient SMS texting, scheduling consultations in Aesthetic Records EHR, and supporting social media inquiries via Instagram DMs.

The ideal candidate possesses an exceptionally warm, friendly, and accent-free spoken English voice paired with high digital literacy, thriving in a high-touch messaging environment (~20 calls/day plus high-volume texting) while navigating telephone systems (Nextiva transitioning to Lead AR).

Working Environment & Core Schedule

• Role Title: Virtual Aesthetic Front Desk & Patient Care Coordinator
• Status: Full-Time (40 Hours / Week)
• Schedule: Tuesday – Friday: 10:00 AM – 6:00 PM | Saturday: 12:00 PM – 6:00 PM (Off Sunday & Monday)
• Core EHR & Phone Systems: Aesthetic Records EHR, Nextiva transitioning to Lead AR
• Communication Channels: Phone (~20 calls/day), heavy SMS texting, Instagram DMs

Top 3 Daily Tasks

1. Inbound & Outbound Patient Calls: Manage incoming patient calls with a welcoming, upbeat phone presence and conduct outbound follow-up calls to nurture leads and confirm visits.
2. Scheduling & Appointment Management: Book, reschedule, and optimize consultations and aesthetic procedures directly within Aesthetic Records EHR.
3. Patient Follow-Ups & Ongoing Communication: Maintain continuous patient engagement through high-volume SMS texting, Instagram DM responses, and assistance with light promotional content.

Core Responsibilities

• Patient Call & Message Management: Promptly answer inbound calls, perform call backs, and deliver fast, helpful responses across patient SMS texting channels.
• Aesthetic Records Scheduling: Maintain provider treatment calendars, process digital intake forms, update patient profiles, and minimize schedule gaps.
• VoIP System Management: Handle calls seamlessly through Nextiva while transitioning smoothly into Lead AR integrated communications.
• Social Media & Lead Engagement: Monitor and respond to prospective patient inquiries via Instagram DMs and assist with light promotional or social media content management as needed.

Requirements

Required Qualifications

• Aesthetic EHR Experience: Hands-on experience navigating Aesthetic Records EHR for scheduling and patient management.
• Communication Skills: Exceptional, clear, accent-free spoken English with an upbeat, professional phone demeanor.
• Texting & Tech Proficiency: Fast, accurate SMS texting and digital communication capabilities.
• Demographic Preference: Female candidate preferred per practice branding guidelines.
• Schedule Commitment: Full availability for Tuesday–Friday (10:00 AM–6:00 PM) and Saturday (12:00 PM–6:00 PM).
• Remote Workspace: Private, HIPAA-compliant home workspace equipped with a computer (PC/Mac), high-speed internet, backup power/internet solutions, and a noise-canceling headset.

Preferred Qualifications

• Phone System Knowledge: Hands-on experience with Nextiva or Lead AR.
• Social Media Engagement: Prior experience responding to Instagram DMs or assisting with local aesthetic marketing promotions.

Ideal Candidate Profile

You are an energetic, customer-centric Virtual Assistant who loves engaging with medical aesthetic clients. You navigate Aesthetic Records with ease, keep provider schedules filled, and effortlessly balance phone calls, rapid patient texting, and Instagram inquiries with accuracy and charm.