Job Title: Patient Scheduling & Aesthetic Sales Support
Position Type: Full-time
Work Hours: 9:00 AM – 6:00 PM PDT
Work Days: Monday – Friday
Salary: $5 – $6 per hour (depending on experience)
Job Code: MEDLUB
Workplace: Remote
Preferred Candidate Location: Philippines
Scope of Work / Responsibilities
We are looking for a high-performing Healthcare Virtual Assistant to support a growing medical practice with patient communication, appointment scheduling, and aesthetic service sales.
This role is a combination of medical receptionist + inside sales specialist, requiring someone who is excellent on the phone, has a strong healthcare background, and can confidently upsell services.
The ideal candidate is friendly, proactive, sales-driven, and patient-focused, ensuring that every call is handled professionally while maximizing booking and revenue opportunities.
Core Responsibilities
1. Appointment Scheduling & Phone Management (Top Priority)
- Answer all incoming patient calls promptly (no missed calls)
- Schedule and manage patient appointments
- Maintain excellent phone etiquette and patient experience
- Ensure patients feel heard, supported, and valued
2. Upselling Aesthetic Services (Sales Focus)
- Educate patients on services such as laser treatments, weight loss, and wellness programs
- Identify patient needs and recommend appropriate services
- Confidently upsell and convert inquiries into booked appointments
- Support marketing efforts through patient conversations
3. Prior Authorizations & Referral Coordination
- Handle prior authorization requests
- Coordinate referrals with other providers
- Ensure all documentation and approvals are completed accurately
Additional Responsibilities
- Respond to patient inquiries and follow-ups
- Work within EClinicalWorks (ECW) for scheduling and documentation
- Use RingCentral for phone communication
- Navigate multiple systems and patient management tools
- Healthcare experience is REQUIRED (non-negotiable)
- Experience in medical office, clinic, or patient-facing healthcare role
- Sales or upselling experience preferred
- Experience with EClinicalWorks (ECW) is a plus (not required but preferred)
Required Skills
- Medical / Clinical Knowledge
- Understanding of medical terminology
- Ability to explain services clearly to patients
- Familiarity with healthcare workflows
- Communication & Customer Service
- Excellent phone communication skills
- Pleasant, confident, and professional tone
- Strong listening skills and empathy
- Ability to create a positive patient experience
- Sales & Conversion Skills
- Experience with upselling or sales conversations
- Ability to guide patients toward booking services
- Results-driven mindset
Deal Breakers
- No healthcare or medical office experience
- Poor phone communication skills
- Inability to handle high call volume or missed calls
- Lack of medical knowledge
- Performance drop after initial onboarding period
- Not comfortable with upselling services
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
- 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, trainings, or allowances listed are optional contractor perks and not employee benefits.
