What a med spa med spa virtual assistant does
A med spa virtual assistant is a dedicated remote staff member who runs the daily admin workload of a medical aesthetics practice. They live inside Aesthetic Record, Boulevard, Vagaro, Mindbody, Symplast, Nextech, PatientNow, Zenoti, or Mangomint to manage scheduling, intake, consult booking, membership billing, and post treatment outreach for Botox, dermal fillers, laser hair removal, IPL, microneedling, body contouring, IV therapy, weight loss programs, and skincare retail.
For a busy med spa with two to six providers and multiple treatment rooms, this role keeps the calendar full, the membership roster current, and the front of house team focused on guests in the building instead of phones, texts, and DMs.
A med spa virtual assistant is the always on administrative backbone of an aesthetics practice, freeing injectors and laser techs to stay in the treatment room instead of behind a screen.
Why Med Spa practices choose Staffing For Doctors
- Dedicated, full-time med spa virtual assistant — not a shared pool
- Med Spa-specific training on the EHRs and payers you use
- HIPAA compliant with signed BAA and secure devices
- Onboarded in 48 hours, with a dedicated Customer Success Manager
- Starts at $14/hour — no setup fees, no benefits overhead
Other med spa roles we staff
Build a complete remote team for your med spa practice.
Front Desk / Medical Receptionist
A med spa virtual front desk runs the inbound phones, texts, online booking, and patient portal traffic of an aesthetics practice. They answer calls within seconds, book consults and treatments, manage the cancellation waitlist, run new patient intake including consent and good faith exam paperwork, and greet returning members with a guest experience that matches the in suite vibe.
Learn moreInsurance & Cash Pay Coordinator
A med spa insurance and cash pay coordinator manages the small but important slice of medical aesthetics that touches insurance, including Botox for chronic migraine, hyperhidrosis treatment, scar revision, and select dermatology adjacent services. They run eligibility, secure prior authorizations, document medical necessity, and bill Medicare, Medicare Advantage, and commercial payers when applicable.
Learn moreInventory & Retail Coordinator
A med spa inventory and retail coordinator tracks the high cost product flow that defines aesthetics gross margin. They reconcile Botox, Dysport, Daxxify, Juvederm, Restylane, Sculptra, RHA, and laser consumables against treatment notes, monitor expiration dates, and reorder through Allergan, Galderma, Merz, and Revance distributor portals before stockouts.
Learn moreLead Response & Consult Booking Specialist
A med spa lead response and consult booking specialist owns the speed to lead workflow that decides whether a curious prospect becomes a paying client. They respond to inbound web leads, Instagram and TikTok DMs, Google Local Service inquiries, and SMS opt ins within minutes, qualify the lead against your service menu, and book a consult or first treatment directly into Aesthetic Record, Boulevard, or Mindbody.
Learn moreMembership & Package Coordinator
A med spa membership and package coordinator manages the recurring revenue spine of an aesthetics practice. They enroll new members into Alle, Aspire, SkinMedica, Glo, or your in house membership program, run monthly billing through Aesthetic Record or Boulevard, redeem credits and banked treatments, and proactively reach out to lapsed members before they cancel.
Learn moreNew Client Intake Coordinator
A med spa new client intake coordinator owns the first impression for every new guest. They collect intake forms, medical history, photo consent, and good faith exam paperwork in advance of the first visit, schedule the consult or treatment, and send a personalized confirmation that prepares the client for what to expect on arrival.
Learn moreFrequently asked questions
About hiring a med spa med spa virtual assistant from Staffing For Doctors.