Virtual Patient Care Coordinator / Receptionist- Plastic Surgery & Aesthetics

Virtual Patient Care Coordinator/Receptionist (Plastic Surgery & Medical Aesthetics) Position Overview:

We are seeking a HIPAA-compliant, medically experienced Virtual Patient Care Coordinator to function as a seamless extension of a cosmetic-focused plastic surgery and medical spa practice. This role supports patient communication, scheduling coordination, and intake processes while delivering a polished, concierge-level patient experience aligned with the practice’s high standards of care. The ideal candidate combines medical administrative expertise with strong interpersonal communication skills and the ability to guide cosmetic patients with professionalism, warmth, and confidence.

Core Responsibilities:

• Patient Communication & Call Management
• Answer incoming patient calls during extended clinic hours
• Return missed calls and voicemails promptly Provide a professional, reassuring first point of contact
• Deliver a high-touch concierge patient experience
• Medical Intake & Documentation
• Conduct initial patient intake questionnaires
• Accurately document patient information within AdvancedMD EMR
• Follow structured intake scripts and protocols
• Maintain strict HIPAA compliance at all times
• Scheduling & Coordination Schedule consultations, follow-ups, and procedures
• Confirm and reschedule appointments Manage cancellation lists and optimize provider schedules
• Coordinate surgery scheduling logistics
• Patient Education Support Review pre-operative and postoperative instructions
• Provide approved information regarding services, pricing ranges, and policies
• Escalate clinical or medical questions to appropriate staff
• Practice Environment Cosmetic-focused plastic surgery practice with integrated medical spa services

Approximately 90% cosmetic procedures High-touch, reputation-driven patient experience Emphasis on professionalism, responsiveness, and patient satisfaction

Required Qualifications:

• HIPAA-certified medical administrative experience Background in plastic surgery, dermatology, aesthetics, or similar specialty
• Clear, confident English communication skills
• Experience working within EMR systems (AdvancedMD preferred)
• Strong scheduling and patient coordination skills Comfortable discussing cosmetic procedures professionally
• Ability to follow structured workflows and scripts Success Profile

The ideal VA will:

• Communicate with polish and empathy
• Operate with strong organization and urgency
• Represent the practice as a true extension of in-office staff
• Support scalable growth as surgical volume expands