Medical Aesthetics Client Coordinator Virtual Assistant

23 hours, 20 minutes ago
Part-time
Junior
Customer and Technical Support
Winning Assistants

Winning Assistants

Winning Assistants specializes in providing HIPAA certified virtual assistants to healthcare professionals, enabling them to efficiently manage administrative tasks such as medical billing, coding, and patient communications, thereby allowing clients t...

Health Care Providers & Services

Description

  • Manage the practice's Go High Level (GHL) account and client pipeline.
  • Respond to client inquiries through GHL inbox and Outlook email.
  • Follow up with clients on outstanding concerns, requests, appointments, and forms.
  • Send appointment confirmation texts and ensure appointments are confirmed.
  • Ensure clients complete required intake forms before appointments and help resolve incomplete paperwork.
  • Conduct post-appointment follow-ups at two weeks and three months after visits.
  • Review and manage client charts and medical records.
  • Organize and maintain the practice's Outlook inbox and social media messages in Meta Business Suite.
  • Update daily inventory sheets and maintain inventory records.
  • Prepare and submit end-of-day productivity and activity reports.

Requirements

  • Previous experience in a medical or medical aesthetics practice is highly preferred, or closely related healthcare experience.
  • Previous experience as a Virtual Assistant is preferred.
  • Experience using Electronic Medical Records (EMRs) is highly preferred.
  • Experience using Aesthetic Record is a plus.
  • Experience using Go High Level (GHL) and Meta Business Suite is a plus.
  • Must speak and write English clearly and professionally.
  • Must provide an NBI Clearance and/or Local Police Clearance before onboarding.
  • Must be available to attend video meetings with camera on when required.
  • Must have a reliable laptop or desktop computer, stable internet of at least 25 Mbps, a noise-canceling headset, a working webcam, and a quiet professional workspace.
  • Must be able to work independently with minimal supervision and maintain confidentiality/HIPAA compliance.

Benefits

  • Dedicated HR and contractor support team.
  • Optional premium VPN access for client-related tasks.
  • HIPAA and cybersecurity training plus certification provided.
  • Top 1% VA performance training provided.
  • Client-approved U.S. holidays off.
  • Client-approved paid or unpaid time off.
  • Access to tools, templates, workflow guides, and SOP support.
  • Optional performance-based incentives, bonuses, or increased hours.

Interested in this position?

Apply directly on the company website

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