Virtual Assistant

Job Description

JOB  DETAILS

What You’ll Do

Provider & Practice Support

• Precharting patient appointments thoroughly and accurately so providers can walk into every visit fully prepared.
• Acknowledge provider requests quickly, complete tasks on time, and proactively post status updates in Trello whenever a task can’t be completed right away.
• Double-check every piece of work before contacting a patient or sending a report to a provider, with a goal of zero avoidable errors.
• Manage provider inboxes and calendars, including patient scheduling, follow-ups, and virtual consultations.
• Support patient communication workflows, including appointment reminders, reorder messages, and post-treatment check-ins.
• Maintain accurate data entry in our EMR (Zenoti) and other Skin Clique systems.
• Assist with planning and logistics for virtual and in-person events, such as tox events and skincare education sessions.
• Create and manage patient lists, lead trackers, and engagement logs as directed by the provider.

Marketing & Growth Assistance

• Track engagement and campaign performance using prebuilt reporting templates.
• Identify local collaboration or event opportunities to support practice expansion.
• Maintain a practice growth tracker to help providers monitor performance and identify new opportunities.

Administrative & Operational Tasks

• Support order tracking, inventory management, and reorders for consumables and marketing materials.
• Prepare monthly performance reports summarizing activity and outcomes.
• Collaborate with the Skin Clique core team to address scheduling, billing, and system-related questions.
• Ensure all communications, documentation, and patient information remain compliant and confidential.

What Success Looks Like

• Providers feel genuinely supported and consistently say their VA makes their practice run better.
• Fast acknowledgement of requests and on-time task completion, every time.
• Precharts and patient-facing work are accurate, thorough, and reviewed before they go out.
• Trello is always up to date, so providers never have to wonder where a task stands.
• Improved provider efficiency, with less time on admin and more time with patients.
• A positive impact on patient experience and local brand visibility.
• Strong alignment with Skin Clique’s brand voice and service excellence standards.

What You Bring

• A self-starter mindset with the confidence to take ownership, problem-solve, and move quickly without hand-holding.
• A genuine servant attitude in every interaction, treating both providers and patients with warmth, patience, and care.
• A high standard for your own work, with the discipline to double-check before anything goes out the door.
• Strong follow-through and communication habits, including timely acknowledgements and proactive updates when timelines shift.
• Prior administrative or virtual assistant experience, ideally in a fast-paced or client-facing setting.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Comfort managing multiple providers and priorities in a virtual environment.
• A medical, healthcare, aesthetics, or wellness background is a nice-to-have, but not required.
• Experience with EMRs (Zenoti), scheduling tools, CRMs, Trello, or social media management platforms is a plus.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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