Medical Virtual Assistant & Operations Coordinator

This role offers a flexible schedule with availability required during designated U.S. Central Time business hours. Compensation will be commensurate with experience and qualifications. The position focuses on providing patient coordination and administrative support, managing practice operations, supporting CRM and technology platforms, assisting with marketing and patient engagement, and preparing business and operational reports. The ideal candidate will contribute to a professional and efficient healthcare practice environment while maintaining compliance with privacy and confidentiality standards.

Key Responsibilities

Patient Coordination & Administrative Support:
Respond professionally to patient inquiries through approved communication channels. Coordinate appointment scheduling, confirmations, cancellations, and follow-ups. Manage patient intake forms, administrative documentation, and appointment preparation. Maintain accurate patient information within authorized practice systems. Coordinate patient reminders and nonclinical follow-up communications. Escalate clinical questions to licensed healthcare professionals as needed. Support a welcoming and responsive patient experience.

Practice Operations & Workflow Management:
Assist in developing and maintaining standard operating procedures (SOPs). Organize administrative workflows, calendars, and operational task lists. Track outstanding activities, deadlines, and follow-ups. Maintain organized digital records and documentation. Identify opportunities to improve workflow efficiency and reduce administrative burdens. Prepare weekly operational updates for the Medical Director. Coordinate with vendors, technology providers, and approved service partners.

CRM & Technology Management:
Support daily operations within High-level (GHL) and other approved practice platforms. Maintain contact records, appointment calendars, and patient communication workflows. Assist with implementing and testing automated reminders, follow-up sequences, and administrative workflows. Monitor form submissions, inquiries, and lead-management processes. Troubleshoot basic CRM and scheduling issues. Handle patient information only through approved systems and HIPAA-compliant workflows.

Marketing & Patient Engagement Support:
Assist with scheduling approved social media content and promotional campaigns. Coordinate administrative aspects of patient education and promotional initiatives. Monitor incoming inquiries from approved digital channels. Maintain marketing calendars and campaign trackers. Support email marketing, newsletters, and patient engagement campaigns. Track marketing metrics such as inquiries, appointment requests, and conversions. Ensure all promotional materials are reviewed and approved before publication.

Business & Operational Reporting:
Prepare weekly reports covering appointments, patient inquiries, follow-ups, and operational priorities. Track administrative performance indicators and workflow completion. Maintain vendor and subscription records. Assist with organizing invoices, receipts, and basic expense tracking. Support project coordination for new services, systems, and practice initiatives.

Required Qualifications
Minimum of 2 years’ experience in medical virtual assistance, healthcare administration, medical office coordination, or practice operations. Strong written and verbal English communication skills. Experience managing patient scheduling, administrative workflows, and professional communications. Working knowledge of HIPAA privacy and confidentiality requirements. Proficiency with Google Workspace, Microsoft Office, and digital scheduling platforms. Strong organizational skills, attention to detail, and ability to manage multiple priorities. Ability to work independently, follow established procedures, and communicate proactively. Reliable internet connection and a secure, private workspace.

Preferred Qualifications and Benefits
Experience with medical spas, aesthetic medicine, wellness practices, or physician-owned businesses. Familiarity with High-level or similar CRM platforms. Knowledge of Stripe and online payment workflows. Experience creating SOPs, workflows, and administrative automations. Familiarity with social media scheduling and digital marketing coordination. Experience supporting a growing or newly established healthcare practice. Skills in patient intake, lead conversion, and customer relationship management.

This position is ideal for a proactive, organized, tech-savvy, and professional individual who values accuracy, privacy, and accountability. The candidate should be growth-minded and interested in helping establish and scale efficient practice operations.

Scope of Practice & Confidentiality
This is a nonclinical administrative role. The Medical Virtual Assistant & Operations Coordinator will not provide medical advice, diagnose conditions, recommend treatments, or perform clinical services requiring licensure. Access to protected health information is limited to authorized responsibilities and must comply with privacy, security, and confidentiality regulations.

Applicants should submit a current resume highlighting relevant experience, a brief introduction describing their background with medical practices and CRM systems, availability during U.S. Central Time business hours, desired compensation, and examples of relevant workflows or projects supported.