Enquiries arrive at all hours and go cold fast. Our MedicalVirtual assistants answer and follow up consultations, book and confirm treatments, chase package and membership renewals, and keep the schedule full, working your business hours from Latin America.
Verified Admin VA 11+ years of experience
Aranza is a versatile professional with a background in medicine and executive assistance. With a medical degree and a diploma in aesthetics, she has transitioned into roles such as transaction manager and executive assistant in the real estate industry. Her experience spans across healthcare.
View ProfileThe role, explained
Support consultation booking, approved follow-up messages, appointment reminders and membership administration.
Best suited to: Med spas that need consistent administrative follow-up from inquiry through booked consultation.
Verified Admin VA | 11+ years of experience
Aranza is a versatile professional with a background in medicine and executive assistance. With a medical degree and a diploma in aesthetics, she has transitioned into roles such as transaction manager and executive assistant in the real estate industry. Her experience spans across healthcare.
Verified Pre op - Post Op medical doctor | 1+ years of experience
Alejandro is a dedicated medical doctor with extensive experience in patient diagnosis, treatment planning, and post-operative care. He has worked in various healthcare settings, including the Ministry of Public Health and Spectrum Aesthetics Surgery Clinic, where he provided patient-centered.
Verified Business Administration | 9+ years of experience
Zuleica is a dedicated and versatile professional with dual bachelor's degrees in Nutrition and Aesthetics. With extensive experience in business administration, customer service, and private practice, she excels in managing schedules, handling administrative tasks, and providing exceptional.
Verified Aesthetic Physician | 25+ years of experience
Dr. Steve Diaz is a seasoned aesthetic doctor with over 25 years of experience in the field. Based in Monterrey, Mexico, he has a rich background in managing aesthetic clinics and developing skincare products. Known for his leadership and customer service skills, Dr. Diaz excels in building.
Hire assistants with prior US med spa experience, fluent English, clinic-hours availability, and practical familiarity with CRM, booking, payments, and patient-communication systems used by med spas.
A short call to map your enquiry volume, where leads come in from, and how quickly they are currently getting answered.
A placement specialist matches assistants who have already worked US med spas and aesthetics clinics, then sends you a shortlist worth reading.
Meet the candidates, test practical knowledge, and choose who fits your clinic and communication style.
You interview and make the hire yourself. We handle the in-country contract, payroll and compliance, and your assistant starts with HIPAA training complete.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Aesthetics is closer to retail than to medicine commercially. Enquiries come from Instagram and web forms at ten at night, the client is usually comparing three clinics, and the one who replies first tends to win the consultation. Our MedicalVirtual assistants treat the inbox as a sales pipeline, not a message queue.
From task to handoff
Start with a defined queue, an approved process and a named reviewer. These examples help you decide what to delegate and what a completed task should contain.
| Workstream | Remote support | Expected handoff |
|---|---|---|
| Consultation scheduling | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
| Approved inquiry follow-up | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
| Package and membership administration | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
Where responsibility stays: Licensed professionals assess suitability, discuss treatment risks and provide medical advice. Administrative scripts should avoid treatment promises.
Plan your budget
MedicalVirtual staffing starts at $10 per hour. The agreed rate depends on the role, experience and schedule. Direct hire and built-team engagements are quoted separately.
| Hours budgeted per week | Weekly at $10/hour | Average month at $10/hour |
|---|---|---|
| 20 hours | $200 | About $867 |
| 40 hours | $400 | About $1,733 |
Illustrative calculations, not package quotes: hourly rate × weekly hours × 52 ÷ 12. Actual invoices follow your agreed rate, billable hours and contract. Availability and minimum schedules are confirmed when quoted. Include any additional software seats or practice-side costs in your budget.
See staffing, direct hire and team pricing →Your EHR, practice-management system, phone platform and approved messaging channels. Candidate experience varies: share your software, specialty and payer mix so we can assess the actual match.
Use individual accounts and permissions appropriate to the work. Your practice approves access, provides its procedures and names the person who handles exceptions.
Choose a baseline for the queue you delegate: unanswered calls, incomplete intake, pending authorizations, unsigned notes or unworked claims. Review quality and turnaround together.
Agree the definitions and review a sample of completed work during onboarding. Set targets from your own baseline; results depend on workload, staffing and practice processes.
Ready for the first working day
Matching and onboarding time depend on the specialty, candidate availability and your access setup. Agree a realistic start date after the role is scoped.
HIPAA training alone does not establish compliance. Contracts, administrative procedures and technical safeguards must work together. Read the HHS guidance on business associates and HIPAA Security Rule safeguards.
Discuss your practice’s workload →
