Medical Aesthetics Client Coordinator

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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 Description

• 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. • 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. • 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.

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

🏖️ 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.