The Dream Team for a Virtual Medical Practice

Estimated reading time: 4 minutes

Building an online clinic is messy. Here’s how to choose your online clinic staff. It takes practice because the learning curve is steep.

I have neither. But I’m managing. Here is the team I’ve put together and we’re getting there. The goal is to have an online clinic that has very little admin headaches. I want to turn on the marketing switch whenever I need more patients and turn it off when I’m full.

Social Media Manager

When you’re online you have to create content. It’s nearly impossible to do without it unless your specialty is in absurd demand: derm, psych, cardiology.

Especially if you’re among the many longevity and lifestyle docs these days, it’s good to have a good online strategy. It’s called social media marketing.

“But I don’t wanna be online! I don’t wanna show my face… I don’t wanna talk on camera…“

Maybe you don’t have to but, man, it’s tough doing it without. I’m ugly as sin and I’m comfortable putting my big nose and bald head out there. What’s the big deal. Ya ain’t doing it for other people – you’re doing it to help your patients find you!

I found my SMM after interviewing a few people and having the first person leave 2 months into me training her. That’s okay, don’t get mad, sometimes it’s not the right fit.

But my SM person has been with me now for a year. We’re figuring out which content is doing well by studying the channel analytics and creating better content.

I’m not trying to be no Dr. Mike but if I don’t reach the right audience, I won’t get patients (or health coaching clients.)

Web Developer

You’d be amazed how often you have to change your content. Nothing like showing up to a stale website as a patient.

Your website is your street signage, son! It’s gotta be professional, trustworthy, functional, and clean. And my site is a beaut! She’s fast, sexy, responsive, and clean.

He also helps me with new landing pages like this one below. Because when you run ads, you want people to land on a very specific page, not just your bloated homepage.

And listen, sister, if you don’t know what a landing page is … you are in trouble. Good news, you can learn quickly: head over to my Virtual Medical Practice Online Course and learn.

Brand Designer

This person is the IV bag – she’s the heart of the whole thing. I don’t get colors, fonts, tone, feel … none of that. I’m a gorilla tearing through the forest. My brand designer tells me to stop dragging my knuckles, step softly, and stop throwing my feces at others.

I hire a photographer to do my photo shoot. I have to wear the right clothes, get the right facial hair, speak in the right tone – all to make sure that I don’t scare potential customers for online clinic.

In fact, I have a meeting with her tomorrow because for some reason my new campaign isn’t working. People are engaging with it but nobody is booking a paid call with me.

And brands are like cars, they have to evolve. The same colors of 2025 probably won’t serve me for 2027. Rounded call-to-action boxes are great in 2025 but I’m sure they will be obsolete in a couple of years.

Marketing Manager

My marketing manager is the most on-top-it woman I know. She can juggle 20 things and remember details from our conversation 3 months ago. Thank god we’re not married!

She runs my Google ads, Meta ads, makes sure I show up on ChatGPT, and Google Business Pages, and lots more. It’s really hefty work because the algorithms keep changing.

Virtual Assistant

I don’t have one – I’m not big enough to need one. But … I probably should have one. My marketing manager is also my patient and she says that my patient intake flow is a little rusty.

A VA helps you do a really nice hand-off when patients onboard or need a referral. I know, I should get one, and they’re not expensive, but I’m not ready to hand that responsibility over.

What Did I Leave Out?

Software.

We have AI like Chatty, we have Monday for organizing and Trello. These are really good tools. Learning to use them is a major anal fissure.

The nice thing is that you can do things asynchronously and schedule automatons. My SMM is on a different continent. She can do her work and communicate with me on Monday. It’s perfect.