Summarize This Article With AI :

A medspa virtual assistant is a trained remote helper who runs the day-to-day work that keeps a medical spa on track. They handle phones, scheduling, billing, and follow-up. You get the same work, with less cost and less stress.

This page tells you what a medspa virtual assistant does, what it costs, and how to hire one. It also has a quick cost tool you can use right now. For wider context, see the background on medical spas.

Quick overview

  • What they do: Phones, scheduling, intake, billing, follow-up, marketing, reviews.
  • Where they work: Remote. They log in like any team member.
  • Cost: Often 55% to 70% less than a local hire.
  • Tools they use: Aesthetics Pro, Boulevard, Mindbody, Vagaro, PatientNow, Symplast, RingCentral, Mailchimp.
  • Safety: HIPAA training, signed BAA, encrypted laptop, password vault, locked workspace.
  • Hours: Full time only. We do not offer part time. See why.

Why medical spas need help now

New consult requests arrive at midnight, and your front desk is too busy with same-day patients to reply.

  • Slow consult replies lose high-ticket leads.
  • Booked patients no-show without text reminders.
  • Membership upgrades stall when nobody asks.
  • Local front desk hires cost $18 to $26 per hour, plus benefits.
  • Reviews drop when post-treatment follow-up slips.

A medspa virtual assistant lifts the load. You keep the in-house team for the high-value work. The remote helper takes on the rest.

Tasks a medspa virtual assistant can do

Consult intake and lead reply

  • Reply to web and DM leads in 5 minutes.
  • Run intake forms with goals and history.
  • Book the consult inside your software.
  • Send pre-visit photos and consent links.
  • Triage urgent reactions to the medical director.

Booking and reminders

  • Confirm visits with text and email.
  • Reschedule no-shows into open slots.
  • Run a same-day waitlist.
  • Send pre-care and post-care notes.
  • Track package use and visit count.

Memberships and packages

  • Pitch memberships to fit-the-bill patients.
  • Renew expiring packages.
  • Send membership benefits each month.
  • Track unused credits and reach out.
  • Push retail add-ons between visits.

Billing and claims (cosmetic)

  • Take card payments for cosmetic services.
  • Set up payment plans inside Cherry or Klarna.
  • Reconcile daily deposits.
  • Track gift card sales.
  • Send post-visit invoices when needed.

Reviews and marketing

  • Ask happy patients for a Google review.
  • Reply to reviews on brand.
  • Post weekly to Instagram and TikTok.
  • Update Google Business Profile photos.
  • Send a monthly patient newsletter.

Try the medspa VA cost tool

Use this small tool to see your possible monthly savings. Move the sliders to match your business. The math runs in your browser. Nothing is sent anywhere.

Quick Medspa VA Cost Tool

Full-time only at Stealth Agents (40 hours per week, 4.33 weeks per month).

Full-time local hire (40 hrs/week): $0 per month

Stealth Agents full-time agent (40 hrs/week): $0 per month

Estimated monthly savings: $0

All math runs in your browser. Move the sliders to fit your business. Stealth Agents only offers full-time helpers.

What does a medspa virtual assistant cost?

  • Local hire: $18 to $26 per hour, plus benefits and turnover.
  • Stealth Agents virtual assistant: starts at $10 per hour, up to $15 per hour for senior helpers. Full-time only (40 hours per week).
  • Typical savings: 55% to 70% lower monthly cost.
  • No payroll tax, no PTO accrual, no office space, no equipment.
  • Scale to a second or third full-time helper as your business grows.

Why we only offer full-time agents

Stealth Agents only offers full-time agents. Studies of 1,000+ part-time hires show part-time workers leave within 2 to 3 weeks, cannot be sourced with specialized skills, and waste training hours. We invest in full-time helpers so you get someone who learns your business and stays. Read why.

What a founder says about hiring a medspa VA

Medspa leads cool fast. The Botox question that came at 9 p.m. is gone by morning unless someone replies. A trained medspa virtual assistant answers in five minutes, books the consult, and sends pre-care notes. New revenue, same day.

Teo Adiputra, founder of Stealth Agents

How to hire a medspa virtual assistant

Use this short, plain plan.

  1. Write down the 5 jobs you want off your plate first. Be plain.
  2. List the tools you use today. Pick a helper who knows them.
  3. Book a 30-minute call to share your jobs and your goals.
  4. Run a 2-week pilot on one job. Track the result with a number.
  5. Roll out to the rest. Keep weekly check-ins for the first 60 days.

Related reading on Stealth Agents

Frequently asked questions

Can a medspa virtual assistant give clinical advice?

No. They handle admin, intake, scheduling, and follow-up. All clinical talk stays with the medical director and licensed staff.

Is patient information safe with a remote helper?

Yes with HIPAA training, signed BAA, encrypted laptop, and least-privilege access in your software.

How fast can the helper start?

Most medspas have a trained helper replying to leads in 7 days.

How much does a medspa virtual assistant cost?

Plans usually run from $10 to $15 per hour. That is 55% to 70% less than a local front desk.

Ready to hire your first medspa virtual assistant?

Book a Free Call See Pricing

Hiring a medspa virtual assistant is one of the fastest ways to give your team back time. The work gets done. The cost goes down. Your customers get a faster reply. Book a free call and we will match you with a trained helper in 7 to 10 days.

Summarize This Article With AI :