Remote MedSpa Virtual Assistant – Appointments & Admin

Cherry Assistant LLC; United States; On-site; USD 9,500 - 11,000; Full time

Benefits offered by this job

Fully remote work

Competitive pay

Long-term potential

Direct collaboration with founder

Growth opportunities

Job summary

Cherry Assistant LLC is seeking a Medical Virtual Assistant for a privately owned med spa. This full-time, remote role supports a USA-based client and requires polished communication, proactivity, and strong written English.

You will manage inbound/outbound communications, schedule appointments in Jane App, handle deposits and payments by phone, and maintain HIPAA-compliant records. Experience with EMR and GoHighLevel is preferred; bilingual is a plus.

Qualifications

• 2+ years of medical administrative experience in med spa or medical aesthetics.
• Familiar with med spa terminology and post-care guidance.
• Proven success in high-volume phone-based scheduling and customer service.
• Hands-on EMR experience using Jane App with accurate data entry.
• Excellent written and spoken English, professional communication.
• Experience handling deposits and payments by phone with confidentiality.

Responsibilities

• Manage inbound calls, texts, and emails; qualify inquiries and schedule appointments in Jane App.
• Outbound outreach for confirmations, reminders, and post-treatment check-ins; encourage rebooking.
• Prepare, scan, and upload documents; update product details, including lot numbers and expiry dates.
• Collect deposits and payments by phone; record transactions in the EMR with accuracy.
• Monitor GoHighLevel inboxes for SMS/voicemail; respond with warm, service-oriented tone.
• Produce end-of-day reports and maintain task logs; communicate status updates.
• Maintain organized Google Drive records; manage Gmail and calendars.
• Demonstrate empathy, active listening, and de-escalation during patient interactions.
• Knowledge of common med spa treatments (Botox, fillers) and basic pre/post-care guidelines.
• Handle PHI with HIPAA awareness and strict confidentiality.

Skills

Medical admin experience

Jane App EMR

Phone-based scheduling

GoHighLevel CRM

Tools

Jane App

GoHighLevel

Google Workspace

Job description

Cherry Assistant LLC is seeking a Medical Virtual Assistant for a privately owned med spa. This full-time, remote role supports a USA-based client and requires polished communication, proactivity, and strong written English.

You will manage inbound/outbound communications, schedule appointments in Jane App, handle deposits and payments by phone, and maintain HIPAA-compliant records. Experience with EMR and GoHighLevel is preferred; bilingual is a plus.