Cherry Assistant is hiring a Medical Virtual Assistant for a privately owned company in the medical aesthetics industry (MedSpa), serving a USA-based client. The role is listed as a remote, part-time position of 20 hours per week on Pacific Time, although the advert’s overview also describes it as full-time. You will need at least 2 years of medical administrative, front desk or patient support experience in a med spa or medical aesthetics practice, plus hands-on experience with Jane App. The advert states pay of R7,000 – R8,250 per month. No closing date is stated in the advert, so apply as soon as you can.

Job Overview

Detail	Information
Job Title	Medical Virtual Assistant – MedSpa
Company	Cherry Assistant (hiring for a privately owned medical aesthetics company, a MedSpa, with a USA-based client)
Reference Number	Not stated in the advert
Department / Division	Not stated (medical administration and patient support duties)
Location	Remote. Region listed as the Americas (North, Central and South America)
Employment Type	Part-time, 20 hours per week (the advert’s overview also calls the role full-time)
Work Arrangement	Fully remote, for a USA-based client
Salary	R7,000 – R8,250 per month (listed as “7000 – 8 250ZAR per month”)
Experience	2+ years of medical administrative, front desk or patient support experience within a med spa or medical aesthetics practice
Minimum Qualification	No formal qualification stated. Experience requirements apply
Closing Date	[Insert closing date]
Enquiries	Not stated in the advert

About the Company

Cherry Assistant is the company listing this vacancy. The role itself is for a privately owned company in the medical aesthetics industry (MedSpa) with a USA-based client. The advert does not name this client company. It describes the practice as a boutique med spa, and says you will collaborate directly with the founder/clinical provider.

About the Role

The Medical Virtual Assistant supports the day-to-day running of the practice and its patient experience. You will manage inbound calls, texts and emails, turn enquiries into scheduled appointments in Jane App, follow up with patients for confirmations, reminders and consent forms, and process deposits and payments over the phone. You will also keep patient records accurate, handle patient information with strict confidentiality, and produce end-of-day reports. The ideal candidate is polished, friendly, proactive, detail-oriented, emotionally intelligent and an excellent communicator with strong written English.

Key Duties and Responsibilities

Patient Communications and Scheduling

• Manage inbound calls, texts and emails; qualify enquiries and convert them into scheduled appointments in Jane App.
• Conduct timely outbound outreach for confirmations, reminders, consent-form follow-ups and post-treatment check-ins; encourage rebooking.
• Monitor and manage GoHighLevel inboxes for SMS and voicemail; respond promptly with a warm, service-oriented tone.
• Demonstrate empathy, active listening and de-escalation during patient interactions; deliver solutions and set clear expectations.

Records, Charting and Payments

• Prepare, scan and upload documents to patient profiles; copy/paste provider charting templates and accurately update product details, including lot numbers and expiration dates.
• Collect and process deposits and payments over the phone securely; record transactions in the EMR with precision.

Reporting and Administration

• Produce clear end-of-day reports and maintain task logs; communicate status updates and escalate issues proactively.
• Maintain organised digital records in Google Drive; manage Gmail correspondence and calendars.

Treatment Knowledge and Compliance

• Maintain working knowledge of common med spa treatments, such as neuromodulators and fillers, and basic pre- and post-care guidelines.
• Handle PHI with strict confidentiality and adhere to privacy and security standards, including HIPAA awareness.

Requirements and Qualifications

Required Qualifications

• 2+ years of medical administrative, front desk or patient support experience within a med spa or medical aesthetics practice.
• Familiarity with med spa terminology, including Botox/Dysport, fillers and Sculptra, and basic pre- and post-care guidance.
• Proven success in high-volume phone-based customer service and appointment scheduling.
• Hands-on EMR experience using Jane App, with strong accuracy in medical data entry and document handling.
• Excellent spoken and written English, with a warm, personable and professional communication style.
• Experience handling payments and deposits by phone with accuracy and confidentiality.
• Strong attention to detail, organisation, follow-through, and the ability to manage multiple priorities in a fast-paced environment.
• Tech-savvy, comfortable with learning new technologies and leaning into using AI as a resource.
• A self-starter mindset, comfortable taking initiative and working independently.

Preferred Qualifications (Added Advantage)

• Prior experience in a US-based med spa or dermatology/aesthetics practice.
• Experience with GoHighLevel or similar CRM/omnichannel messaging platforms.
• Bilingual Spanish/English is a plus.

Required Skills and Tools

• Jane App.
• GoHighLevel or similar CRM/omnichannel messaging tool.
• Google Workspace, including Gmail, Docs, Drive and Calendars.
• ChatGPT, Gemini, Claude AI or similar.
• VoIP and phone systems.
• Strong written communication and phone etiquette.
• Excellent patient service and communication skills.
• Strong organisation and attention to detail.

System Requirements

• Internet speed of at least 20 Mbps upload and download.
• Computer with a 2.4 GHz processor or higher.
• 8 GB RAM or higher.
• Windows 10 or newer, or Mac OS X 10.10 or newer.
• HD 720p webcam.
• Headset with a microphone.

Schedule and Pay

• Schedule: part-time, 20 hours per week, Pacific Time.
• Pay: R7,000 – R8,250 per month.

Benefits

• Competitive pay rates.
• Consistent hours and a predictable workload.
• Fully remote work with long-term potential.
• Direct collaboration with the founder/clinical provider, making a real impact.
• Opportunity to grow alongside a boutique med spa practice.

Remote Work & Employment Disclosures

• Employment arrangement: The advert does not say whether you will be engaged as an employee or an independent contractor. Confirm this, and what it means for tax, leave and benefits, with the employer before accepting any offer.
• Hours and time zone: The schedule is 20 hours per week on Pacific Time. The advert does not give exact shift times or days. Work out what Pacific Time means in your own time zone and make sure you can commit to it.
• Part-time or full-time: The listing details say part-time, 20 hours per week, but the overview paragraph calls it a full-time role. Confirm the actual hours before you apply.
• Region eligibility: The advert lists the region as the Americas (North, Central and South America), yet the pay is stated in rand (ZAR). Both are kept as written. Confirm eligibility with the employer before you apply.
• Equipment: You are expected to have your own computer, a stable internet connection, a webcam and a headset that meet the system requirements above.
• Patient information: The role involves protected health information (PHI), and the advert asks for strict confidentiality and HIPAA awareness.

Who the Employer Is Looking For

The employer wants a compassionate, organised and highly communicative medical administrative professional who enjoys creating exceptional patient experiences. You should be warm on the phone, accurate with data and payments, and comfortable working independently with a founder or clinical provider. Prior med spa or dermatology experience, GoHighLevel skills and Spanish/English bilingual ability will help you stand out.

Career Growth Path

Medical Virtual Assistant → Patient Care Coordinator → Front Desk Lead → Practice Administrator → Clinic Operations Manager → Practice Manager

The patient communication, scheduling, EMR and payment-handling skills you develop in this role transfer well into healthcare administration and clinic management.

Frequently Asked Questions

What does a Medical Virtual Assistant do in this role?

You will handle calls, texts and emails, book appointments in Jane App, send reminders and follow-ups, process deposits and payments by phone, and keep patient records and reports accurate. You will also manage GoHighLevel inboxes and keep Google Drive records, emails and calendars organised.

How much does this job pay?

The advert states R7,000 – R8,250 per month. It does not mention bonuses or other incentives.

Is this a remote job?

Yes. The advert describes it as fully remote work with long-term potential, for a USA-based client. You will need equipment that meets the listed system requirements.

Is the role part-time or full-time?

The advert is inconsistent. The listing details say part-time, 20 hours per week, but the overview calls it a full-time role. Confirm the hours with the employer before you apply.

What working hours apply?

The advert states 20 hours per week on Pacific Time. It does not give exact shift times or days.

How much experience do I need?

You need at least 2 years of medical administrative, front desk or patient support experience within a med spa or medical aesthetics practice. You also need hands-on experience with Jane App.

Do I need to speak Spanish?

No. Bilingual Spanish/English is listed only as a plus. Excellent spoken and written English is required.

Can I apply from South Africa?

The advert lists the region as the Americas (North, Central and South America), but states pay in rand. The advert does not clarify this, so confirm your eligibility with the employer before applying.

What is the closing date?

The advert does not state a closing date. Apply as soon as possible, as remote roles can fill quickly.

How to Apply

1. Confirm that you meet the 2+ years of experience requirement and have hands-on experience with Jane App.
2. Check that your computer, internet connection, webcam and headset meet the system requirements, and that you can work the Pacific Time schedule.
3. Update your CV to highlight your med spa, front desk or patient support experience, phone-based customer service, payment handling and any GoHighLevel or HIPAA background.
4. Ask the employer to confirm the hours, your eligibility and your employment arrangement if you are applying from South Africa.
5. Submit your application using the link below.

Application link: Apply for this position

The advert does not include any further application notices, and it does not state a reference number or contact details.

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