Medical Aesthetics Client Coordinator

Winning Assistants LLC

Medical Aesthetics Client Coordinator Virtual Assistant supporting daily operations in a medical aesthetics practice. Responsible for client communications, appointment coordination, and administrative support.

Posted 7/29/2026part-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing client relationships and workflows within a medical or medical aesthetics practice, utilizing tools like Go High Level and Electronic Medical Records. Strong organizational skills and attention to detail are essential for maintaining client documentation and ensuring compliance with HIPAA standards.

Highest-signal resume keywords

Go High Level ManagementElectronic Medical Records (EMRs)Client Relationship ManagementHIPAA ComplianceOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Client Pipeline ManagementAppointment ConfirmationDocumentation AssistancePost-Appointment Follow-UpInventory Management

Soft Skills

Attention to DetailProfessional CommunicationCustomer Service

Tools & Technologies

Go High Level (GHL)Meta Business SuiteOutlook Email

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

Medical AestheticsHealthcare ExperienceVirtual Assistant ExperienceConfidentiality

Tech Stack

Tools & technologies

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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.