Medical Aesthetics Client Coordinator Virtual Assistant

General Information

Job Title: Medical Aesthetics Client Coordinator Virtual Assistant
Position Type: Part-Time
Work Hours: 10:00 AM – 2:00 PM EST
Work Days: Monday – Friday
Salary: $5–$6 per hour (depending on experience)

About the Role

We are seeking a highly organized, proactive, and client-focused Medical Aesthetics Client Coordinator Virtual Assistant to support the daily operations of a growing medical aesthetics practice. This role is responsible for managing client communications, appointment coordination, Go High Level (GHL) account management, administrative support, and practice organization to ensure an exceptional client experience.

The ideal candidate is detail-oriented, professional, and confident communicating with clients while ensuring that appointments, follow-ups, and practice workflows are managed efficiently. You'll play a key role in keeping the practice organized, ensuring no clients or leads fall through the cracks, and representing the practice with professionalism in every interaction.

Core Responsibilities

Go High Level (GHL) Account Management & Client Communication (Top Priority)

• Manage the practice's Go High Level (GHL) account and client pipeline.
• Ensure no clients or leads fall through the cracks by maintaining organized workflows and timely follow-ups.
• Respond to client inquiries through the GHL inbox and Outlook email.
• Reach out to clients regarding outstanding concerns or requests.

Appointment Coordination & Client Follow-Up (Top Priority)

• Send appointment confirmation text messages.
• Follow up with clients to confirm appointments.
• Ensure clients complete all required intake forms before their appointments.
• Contact clients with incomplete paperwork and assist them in completing required documentation.
• Follow up with clients regarding appointments, forms, and outstanding requests.
• Conduct post-appointment follow-ups at two weeks and three months after their visits.

Administrative & Practice Support (Top Priority)

• Review and manage client charts and medical records.
• Organize and maintain the practice's Outlook email inbox.
• Monitor and manage social media messages through Meta Business Suite (Facebook, Instagram, and TikTok).
• Update daily inventory sheets and maintain inventory records within the practice's system.
• Prepare and submit end-of-day productivity and activity reports.

Software & Systems

• Go High Level (GHL)
• Aesthetic Record
• Meta Business Suite
• Microsoft Outlook
• Google Workspace / Microsoft Office

Requirements

Experience Requirements

• Previous experience in a medical or medical aesthetics practice is highly preferred, but candidates with closely related healthcare experience will also be considered.
• 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.

Deal Breakers

• Poor English communication skills or a strong accent that negatively impacts client interactions.
• No relevant experience in healthcare, medical administration, or medical aesthetics.
• Poor organizational skills or lack of attention to detail.
• Inability to work independently with minimal supervision.
• Poor customer service or an unprofessional attitude.
• Failure to maintain confidentiality or comply with HIPAA standards.
• Difficulty learning or using software such as GHL, EMRs, Meta Business Suite, or other administrative platforms.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• 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, training, or allowances listed are optional contractor perks and not employee benefits.