Virtual Assistant - Patient Concierge

Skin Clique; Oregon; Hybrid; USD 25,000 - 44,000; Full time

Job summary

Skin Clique is seeking a Virtual Assistant to support a nationwide aesthetics practice from a fully remote US-based role. You will streamline administrative workflows, engage with patients, and assist providers to run efficient days. Experience with EMRs, scheduling, and Trello is valued.

You will collaborate with providers to manage calendars, reminders, and data entry while maintaining confidentiality and a high standard of service. A proactive, self-starting attitude is essential.

Qualifications

• Self-starter mindset with the confidence to own tasks and move quickly.
• Strong problem-solving ability with proactive communication.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Prior administrative or virtual assistant experience in fast-paced settings.

Responsibilities

• Precharting patient appointments to ensure providers enter visits fully prepared.
• Acknowledge provider requests quickly and post status updates in Trello.
• Double-check work before contacting patients or sending reports to providers.
• Manage provider inboxes and calendars, including scheduling and follow-ups.
• Support patient communication workflows, including reminders and post-treatment check-ins.
• Maintain accurate data entry in Zenoti and Skin Clique systems.
• Assist with planning virtual and in-person events, such as skincare education sessions.
• Create and manage patient lists, lead trackers, and engagement logs as directed.

Skills

Self-starter

Problem-solving

Attention to detail

Communication skills

Administrative experience

Tools

Zenoti

Trello

CRMs

Calendar management

Scheduling tools

Job description

Skin Clique is a medically founded, nationwide aesthetics practice redefining how skin health is delivered. Rooted in science and evidence-based care, Skin Clique integrates skin health into the broader health conversation through personalized treatment plans and flexible care models. With a national footprint and a commitment to clinical excellence, Skin Clique is advancing skin health as an essential part of overall wellness.

About Skin Clique

At Skin Clique, we are transforming access to aesthetic and wellness care through a nationwide network of advanced practice providers who deliver exceptional, community-based services. We are looking for a Virtual Assistant (VA) to serve as an operational extension of our high-performing providers - someone who streamlines administrative workflows, strengthens patient engagement, and brings the kind of steady consistency that helps practices grow and thrive. This role is a great fit for someone who is proactive, resourceful, and energized by a fast-paced, startup-style environment where no two days look exactly the same. We are looking for a true self-starter - someone who is confident in their ability to figure things out, ask smart questions, and move work forward without needing a roadmap for every task. Above all, our providers are at the heart of this role. They are entrusting you with pieces of their practice they hold close and precious, and our highest priority is making sure they feel that every task is done as well as, if not better than, what they could have done themselves.

Where You'll Work

• You must be located within the United States.
• Eastern Time Zone is strongly preferred. Central Time Zone will be considered.
• Availability Monday through Friday, 9:00 AM to 5:00 PM ET.
• A reliable, quiet home workspace and a strong, dependable Wi-Fi connection are essential.

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.

Structure & Details

• Type: Independent Contractor (1099)
• Hours : Full-time, 40 hours per week, Monday through Friday, 9:00 AM to 5:00 PM ET
• Location : Fully remote within the United States; Eastern Time Zone strongly preferred
• Compensation : Competitive hourly rate, commensurate with experience

We are committed to being an equal opportunity employer and deeply value diversity. We strive to create a welcoming and inclusive environment where all employees feel respected and supported.