Virtual medical receptionist

About the position

As a private dermatology practice in New York, we are seeking a dependable, personable, and organized virtual assistant to support our office’s telephone communications and daily administrative workflow.

We are looking for someone who makes patients feel welcome and heard while keeping a busy phone operation running efficiently. You should be comfortable handling a high volume of calls, managing competing priorities, and communicating clearly with patients and office staff. A warm phone manner, sound judgment, and the ability to remain calm under pressure are essential.

Schedule

This is a full-time position, 40 hours per week. The current schedule is Monday through Friday, 8:00 a.m.–4:00 p.m. U.S. Eastern Time. Hours are subject to change based on the practice’s needs. You must be available during the scheduled hours and follow New York local time, including daylight saving time changes.

Responsibilities

• Answer incoming calls and return patient calls. Provide friendly, professional assistance; address routine administrative questions; and help with appointment scheduling and changes according to office policies.
• Organize and route patient messages. Gather necessary information, document messages accurately, and prioritize and escalate concerns according to established office protocols. Medical questions and urgent clinical concerns must be directed to the appropriate clinical staff—not answered independently.
• Communicate closely with the physician and office staff. Relay information promptly, coordinate follow-up, track outstanding requests, and help prevent missed messages or unfinished callbacks.
• Manage a busy telephone workflow while protecting patient privacy. Move efficiently between calls, messages, and administrative tasks without sacrificing accuracy, courtesy, or confidentiality.

What we are looking for

• Excellent spoken and written English and strong interpersonal skills. A warm, friendly, patient telephone manner, clear communication, and careful listening are essential.
• Composure and good judgment. You must be able to handle high call volumes, shifting priorities, and frustrated or anxious callers professionally.
• Reliability and attention to detail. Consistent attendance, punctuality, accurate documentation, and follow-through are critical. You should be comfortable working independently while staying closely connected with the office team.
• Relevant experience and a suitable remote workspace. Experience in a U.S. medical office, medical virtual assistant position, or high-volume telephone customer service role is strongly preferred. You will need reliable internet, a suitable computer and headset, and a quiet, private workspace.

Experience with dermatology or Modernizing Medicine EMA is a plus. You must be willing to learn our systems and complete required privacy and security training.

How to apply

Please submit your résumé, a brief description of your relevant experience, and a 30–60-second voice recording introducing yourself. Include your experience handling busy phone lines, your desired hourly rate, and confirmation that you can consistently work the stated U.S. Eastern Time schedule.