Virtual Office Manager – Telehealth Wellness Practice

Reigning Wellness is seeking a highly organized, dependable, and patient-focused Virtual Office Manager to help manage the daily operations of our growing telehealth practice. We specialize in personalized weight-loss care, GLP-1 medications, peptide therapy, hormone replacement therapy, and overall wellness. We are looking for someone who can bring structure to the practice, improve our systems, and provide every patient with a warm and professional experience. Responsibilities: Manage daily office operations and keep tasks, schedules, and patient follow-ups organized Answer patient calls, text messages, and email s promptly and professionally Schedule consultations, follow-up appointments, and lab-review visits Assist patients with intake forms, patient portal access, lab orders, invoices, and appointment preparation Track new leads and follow up with prospective patients Help onboard new patients and explain the next steps in their care Coordinate medication and prescription-related communication with patients, providers, and pharmacies Monitor outstanding labs, forms, payments, medication refills, and follow-up appointments Maintain organized patient records while protecting confidentiality and following HIPAA requirements Help create and improve office systems, templates, workflows, and standard operating procedures Support membership renewals, treatment packages, payment plans, and patient retention Assist with basic administrative, marketing, and social media tasks as needed Identify problems early and help ensure that nothing falls through the cracks The ideal candidate: Has experience as a virtual office manager, medical assistant, patient coordinator, healthcare administrator, or executive assistant Is exceptionally organized, proactive, and detail-oriented Can manage multiple priorities without becoming overwhelmed Communicates warmly and professionally with patients Is comfortable discussing weight loss, GLP-1 medications, peptides, HRT, and wellness services Understands patient privacy and HIPAA compliance Is confident using electronic medical records, patient portals, calendars, email , text messaging, spreadsheets, and online payment systems Can work independently, solve problems, and follow through without constant supervision Has strong written and verbal communication skills Is comfortable working in a growing practice where systems may continue to evolve Preferred experience: Telehealth or wellness-clinic experience Medical office management GLP-1 or medical weight-loss programs Hormone replacement therapy or functional medicine Pharmacy and laboratory coordination GoHighLevel or similar CRM platforms Canva, social media, or basic marketing support Insurance verification or billing knowledge