Virtual Assistant – Telehealth & Medical Spa Operations

Job Title: Virtual Assistant – Telehealth & Medical Spa Operations

Department: Operations

Location: Remote (Anywhere)

Employment Type: Part-Time (Contract)

Hours: 10 hours/week | Potential to scale

About the Role

We are a fast-growing, telehealth-focused medical spa and adjacent physician business looking for a highly organized and proactive Virtual Assistant to join our team. This is a startup-style environment where you'll wear multiple hats, work independently, and play a key role in keeping our patient-facing operations running smoothly. If you thrive in dynamic settings and are comfortable with AI-assisted workflows, we want to hear from you.

What You'll Do

Monitor and manage the inbox, ensuring timely and professional responses

Schedule and coordinate appointments across multiple providers and platforms

Follow up with patients through the intake process and keep communication warm and consistent

Support telehealth-related workflows from booking through post-visit coordination

Assist with lead follow-up and patient engagement campaigns

Provide general virtual front desk and administrative support

Help maintain and improve operational workflows as the business scales

What We're Looking For

Experience working in telehealth, medical spa, or aesthetics operations

Background in patient coordination and communication

Familiarity with peptide therapy and weight management workflows is a strong plus

Prior experience in a startup or fast-growing business environment

Comfort with AI tools, automation platforms, and digital workflows

Platform Experience Required

You should have working knowledge of at least some of the following:

OptiMantra

Nextiva

Acuity Scheduling

VOIP systems

Who You Are

Strong written and verbal English communicator — patient-facing tone matters

Detail-oriented and highly organized, even under pressure

Able to work independently with minimal supervision

Proactive — you flag issues and solve problems before being asked

Adaptable and comfortable building processes in a growing environment

Remote Work Requirements

Stable, high-speed internet connection (speed test may be requested)

Quiet, professional home office setup

Availability during US business hours with consistent overlap