Plastic Surgery Virtual Assistant
Cosmetic patients often contact more than one practice, and many decide on how quickly and how well they're looked after. Consultations are lost to slow replies more often than to price, because enquiries wait while your coordinators are with patients.
A plastic surgery virtual assistant is a dedicated remote team member who works in your systems on your hours. They answer enquiries, book consultations, send quotes and paperwork, and keep patients informed before and after surgery. Clinical questions go straight to your team. We sign business associate agreements with US practices, and your VA works in your systems with the access you choose.
What your VA takes on
- Consultation enquiries: replying to web, phone, chat and social enquiries from your approved answers, and booking in-person or virtual consultations.
- Patient coordinator support: sending the quotes you've prepared, collecting deposits, sending financing links and following up with undecided patients on your schedule.
- Pre-op paperwork: intake and consent forms sent and tracked, lab and medical clearance requests chased, pre-op visits booked and instructions sent from your templates.
- Surgical scheduling admin: coordinating dates with your surgery center or hospital and confirming them with the patient.
- Post-op follow-up: booking post-op visits, sending check-in messages from your scripts and passing every clinical question to your nurse.
- Reviews and profiles: review requests at the recovery milestones you choose, replies drafted for your approval, and your RealSelf and Google profiles kept current.
- Reconstructive cases: benefits checks and prior authorization paperwork prepared for your billing team.
A typical week
- Daily: new enquiries, consultation confirmations and quote follow-ups.
- Monday: the next two weeks of surgeries checked for missing paperwork.
- Wednesday: undecided consultations followed up.
- Friday: review requests and a weekly report from enquiry to booked procedure.
Tools they work in
- Practice and EHR: Nextech, ModMed, PatientNow, Symplast
- Patient messaging: Podium, Weave, Birdeye or your phone system
- Financing and payments: CareCredit, Cherry and your payment links
- Marketing: RealSelf, Instagram scheduling and your email platform
The bright line
Your VA doesn't give medical advice, discuss candidacy, results or recovery, or decide anything clinical. Those questions go to your surgeon or nurse the same day. Patient photos stay in your systems and are handled only as your protocol allows. We sign business associate agreements with US practices, and your VA works in your systems with the access you choose.
| Where practices lose consultations | What changes with a VA |
|---|---|
| An enquiry waits until the next day | A reply within the hour during your working hours |
| A booked consultation doesn't show | Confirmations and reminders before every visit |
| A quote goes out, then silence | Follow-ups on the schedule you set |
| Paperwork is chased days before surgery | Tracked from the day the surgery is booked |
Compare it with a local hire using our free virtual assistant cost calculator.
Signs it is time
- Enquiries wait hours for a reply.
- Your coordinators spend the day on paperwork instead of consultations.
- Undecided patients never hear from you again.
- Pre-op paperwork is chased at the last minute.
- Reviews only arrive when a patient happens to think of it.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
A single-surgeon practice usually starts on Executive at $1,599 a month so enquiries are covered all day. AI Manager suits practices that want enquiry routing and follow-up sequences built and checked. Measured against one booked procedure, the speed of follow-up matters more than the hourly rate.
Your first 30 days
- Week one: system access, your answers to common questions, quote and paperwork templates, and the list of who gets clinical questions.
- Week two: enquiry replies and consultation booking.
- Week three: quotes, deposits and pre-op paperwork.
- Week four: post-op scheduling, review requests and the weekly report.
Related
- Med spa virtual assistant
- Medical practice virtual assistant
- Healthcare virtual assistant
- Virtual receptionist
- All industries we support
FAQ
Will you sign a business associate agreement? Yes. We sign business associate agreements with US practices before your VA starts.
Can a virtual assistant act as a patient coordinator? They run the admin side: enquiries, consultation booking, the quotes you've prepared, deposits, financing links and paperwork. Conversations about procedures and results stay with your team.
Can my VA answer patient questions after surgery? They answer scheduling and paperwork questions and pass every clinical question to your nurse or surgeon straight away.
Which software do you work in? Nextech, ModMed, PatientNow, Symplast and similar systems. We match your VA to your stack.
Do you work with med spas too? Yes. See our med spa virtual assistant page.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.