Virtual clinic coordination
How It Works
Let's Talk About Your Clinic
We'll start with a discovery call to understand your clinic, how you currently work and where you're feeling stretched. This gives us the opportunity to identify where our support could make the biggest difference.
We Create the Right Support Plan
Based on your needs, we'll recommend the most suitable level of support and agree exactly how we'll work together. No generic packages or handing you over to a random VA; your support is built around your clinic.
We Become Part of Your Team
Once we're set up within your systems and processes, we get to work. From managing the patient journey to supporting the day-to-day running of your clinic, we work behind the scenes so you can focus on your patients and growing your business.
Why Choose Virtually Fabulous?
We Understand Aesthetic Clinics
We specialise in supporting aesthetic and medical aesthetic clinics, so we understand the patient journey, the importance of timely communication and the many moving parts involved in running a busy clinic.
An Extension of Your Team
We take the time to understand your clinic, your systems and the way you communicate with your patients. Our Clinic Coordinators work as an extension of your team, representing your brand and providing a consistent, professional patient experience.
Experienced & Reliable Support
With experience across healthcare, operations and clinic coordination, we provide dependable support you can trust. From day-to-day patient communications to memberships, systems and clinic projects, we're here to keep things moving behind the scenes.
Flexible Support That Grows With You
No two clinics are the same. Our support is tailored around your business, whether you need ongoing clinic coordination or additional help with a specific project.
How We Support Your Clinic
Clinic Coordination
From the first patient enquiry through to booking, follow-up and ongoing treatment planning, we help manage the patient journey and keep your clinic running smoothly. This can include managing enquiries, appointment bookings, diary coordination, waiting lists, recalls and day-to-day patient communication.
Patient Experience & Communication
Every interaction a patient has with your clinic matters. We support your patients across phone, email and WhatsApp, ensuring enquiries are responded to professionally, questions are followed up and patients feel informed and supported throughout their journey with your clinic.
Membership & Patient Retention Support
Launching a membership is one thing. Managing it consistently is another. We support clinics with membership administration, patient communication, renewals and ongoing engagement, as well as recalls and follow-up processes designed to keep patients connected with your clinic.
Clinic Administration
We take care of the behind-the-scenes administration that can quickly take over your working week. From inbox and diary management to patient records, reporting and general clinic administration, we help create structure and keep the day-to-day running of your clinic organised.
Clinic Systems & Projects
Whether you're implementing a new patient management system, introducing a CRM, launching a membership or improving your existing processes, we provide hands-on project support from planning through to implementation. We manage the detail, keep the project moving and help ensure new systems work effectively within your clinic.
Patient Engagement & Content Support
We help clinics stay connected with their patients through newsletters, blogs, patient education campaigns and ongoing clinic communications. Our focus is on creating useful, engaging content that supports the patient journey, strengthens your clinic's voice and keeps your business front of mind.