Patient Scheduling & Aesthetic Sales Support

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.