About the Practice Our patients trust us not only for clinical expertise, but for discretion, integrity, and elevated concierge-level service rooted in excellence and holistic wellbeing. We operate a high-touch, high-performance aesthetics practice where patient experience and operational precision directly impact revenue, retention, and brand reputation. This is not “just” an appointment booking role. This is a revenue-aware, emotionally intelligent operational role central to the success of the clinic. Role Overview You are the first and final touchpoint for every patient — digitally. You will operate at the intersection of: ● Patient communications ● Revenue-conscious scheduling ● EMR system management ● Follow-up & retention workflows ● Daily reporting & operational execution This role requires maturity, emotional regulation, structured thinking, and strong system fluency. Core Responsibilities 1. Patient Communications & Concierge Experience ● Respond to patients via phone, email, and text with professionalism and warmth ● Liaise between new patients and internal systems ● Confirm appointments and manage follow-ups ● Answer general (non-clinical) questions regarding treatments, downtime, and expectations ● Maintain a personalized, conversational, emotionally intelligent tone ● Deliver a luxury concierge experience while maintaining boundaries and clarity 2. Revenue-Aware Scheduling & Retention Strategy ● Structure daily booking flow with revenue optimization in mind ● Understand cash flow impact of appointment types ● Track patient retention and follow-up opportunities ● Distinguish between new vs. returning patients and manage accordingly ● Support conversion conversations with subtle sales psychology (no hard selling) The front desk directly impacts revenue — this role requires strategic awareness, not just execution. EMR & System Fluency ● Work across multiple EMR and internal platforms ● Quickly adapt to new systems and workflows ● Maintain accurate documentation and scheduling records ● Ensure compliance with HIPAA and internal booking/payment protocols Reporting & Operational Accountability ● Provide structured Start-of-Day and End-of-Day reports ● Track key metrics related to scheduling, follow-ups, and activity ● Maintain organized daily workflows ● Identify operational bottlenecks and propose improvements Administrative & Operational Support ● Coordinate scheduling across clinic hours (Mon–Sat, excluding Thurs & Sun) ● Maintain Google Workspace, Slack, Zoom communications ● Support internal logistics and documentation ● Serve as liaison between provider and patients Schedule & Structure ● Part-Time to start (20 hours/week) ● Pacific Time Zone required ● Ideal hours: 9:00 AM start (PST) ● Potential to scale into two-shift coverage model if clinic expands ● Thursday & Sunday off Must-Have Qualifications ● Minimum 3–4 years experience in: ○ Medical aesthetics ○ Dermatology ○ Plastic surgery ○ Wellness clinic ○ High-end medical or hospitality environments ● Experience working with EMR systems ● Strong written and verbal English communication skills ● High emotional intelligence and mature communication style ● Strong reporting discipline and structure ● System-oriented and detail-driven ● Revenue awareness and understanding of retention strategy ● Comfortable working in Pacific Time zone Nice-to-Haves ● Experience in luxury concierge or high-end hospitality ● Understanding of sales psychology in medical aesthetics ● Experience supporting high-profile clientele ● Revenue or performance KPI reporting exposure ● Experience optimizing workflows Technical Requirements Proficiency in: ● Google Workspace (Gmail, Google Docs, Sheets) ● Excel ● Slack ● Zoom ● EMR systems (or demonstrated system adaptability) Who You Are ● Poised, mature, and emotionally regulated ● Structured and systems-driven ● Revenue-conscious without being salesy ● Warm but professional ● Calm under pressure ● Highly accountable and reliable ● Career-oriented in this field (not temporary or transitional) You understand that front desk excellence drives patient loyalty and clinic revenue. Compensation ● Competitive hourly rate (based on experience) ● Performance-based incentives tied to KPIs ● Growth pathway toward Practice Manager (for the right candidate) ● Candidates must be comfortable committing to reliability and professional accountability ● Availability and consistency are critical $500 - $700 a month Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.