Role Overview
We are seeking a highly organized and proactive
Virtual Medical Receptionist / Patient Care Coordinator with experience in both
medical and aesthetic environments. This role requires a strong understanding of
insurance limitations, med spa services in the US, and patient-facing coordination.
You will support two providers remotely while delivering a
high-touch, concierge-style patient experience from first contact through appointment completion.
Requirements
Key Responsibilities
Patient Coordination & Front Desk
- Manage inbound calls (10-15 calls/hour) via RingCentral and Clara
- Respond to voicemail-to-text messages promptly and professionally
- Schedule, confirm, and reschedule appointments
- Provide concierge-level patient support and communication
Insurance & Registration
- Verify insurance eligibility (limited to 3 accepted plans)
- Clearly explain coverage limitations vs. self-pay services
- Complete patient registration and intake prior to arrival
- Ensure all patient data is accurate in Athena Health
Telehealth Support
- Coordinate telehealth visits for 2 providers (PA & MD)
- Perform initial triage and route patients appropriately
- Ensure patients are prepared prior to appointments
Med Spa Knowledge
- Understand aesthetic vs. medical services
- Educate patients on services, pricing expectations, and limitations
- Handle sensitive conversations around non-covered procedures
Systems & Tools
- Athena Health (EHR)
- RingCentral (phone system)
- Stripe (payments)
- Clara (call routing & voicemail-to-text)
Qualifications
- Proven experience in medical reception, patient coordination, or medical VA
- Strong knowledge of insurance verification and eligibility
- Experience in med spa, dermatology, or aesthetics (highly preferred)
- Familiarity with Athena Health or similar EHR systems
- Excellent communication and multitasking skills
- Ability to handle high call volume efficiently
What We're Looking For
- Proactive and solution-oriented
- Detail-oriented with strong follow-through
- Confident handling both insured and self-pay patients
- Able to balance speed with a high-quality patient experience
