Virtual Receptionist / Patient Care Coordinator
A rapidly growing medical spa and aesthetics group is looking for a warm, professional, and highly organized After-Hours Virtual Receptionist / Patient Care Coordinator to support patients outside of normal business hours.
In this role, you will be the first point of contact for patients during evenings, weekends, and holidays as needed. You will help answer inbound calls, schedule appointments, provide clinic information, document patient interactions, and deliver a polished, concierge-level experience across multiple clinic locations.
This is a part-time remote role with the opportunity to grow into more hours and responsibilities based on performance and business needs.
Key Responsibilities- Answer inbound after-hours, weekend, and holiday calls promptly and professionally
- Schedule, reschedule, and cancel patient appointments using the clinic's scheduling software
- Identify the correct clinic location based on patient needs, provider availability, and appointment type
- Answer basic questions about treatments, providers, office hours, pricing, and clinic locations
- Collect accurate patient information and document all calls, notes, and follow-ups clearly
- Follow call scripts, SOPs, scheduling guidelines, and escalation procedures
- Escalate urgent patient concerns according to company protocols
- Share detailed call notes and updates with the daytime front desk team
- Assist with appointment confirmations, reminder calls, and follow-up calls as needed
- Conduct outbound retention calls to help re-engage patients and reduce cancellations
- Deliver a luxury, patient-centered experience on every call
- Must be based in the Philippines and able to work remotely.
- Minimum of 2 years of experience as a virtual receptionist, customer service representative, appointment setter, or similar role
- Previous experience in a medical spa, aesthetics, dermatology, dental, cosmetic surgery, or healthcare environment is highly preferred
- Excellent spoken and written English with a professional phone presence
- Friendly, empathetic, patient, and customer-focused communication style
- Strong multitasking, organization, and attention to detail
- Comfortable following scripts while keeping conversations natural and warm
- Able to quickly learn new software, scheduling systems, and clinic workflows
- Reliable high-speed internet connection with backup connectivity
- Quiet home office or professional remote workspace
- Noise-canceling headset required
- Availability to work evenings, weekends, Sundays, and holidays as needed
Experience using Zenoti or similar scheduling platforms
- Experience with HubSpot, VoIP phone systems, Google Workspace, or Microsoft Office
- Background supporting multiple clinic locations or multi-location scheduling
- Experience handling appointment confirmations, reminder calls, and patient retention calls
- Experience working in luxury service, beauty, wellness, or healthcare-related industries
Remote, Philippines-based
Part-time with opportunity to grow
- Working hours: Evenings, weekends, including Sundays, and holidays as needed
