Healthcare Appointment Setter

Job Title: Healthcare Appointment Setter
Position type: Part-Time

Working Hours: 7:00 AM – 11:00 AM, Monday - Friday Eastern Daylight Time

Salary rate: $5-$7

Key Responsibilities:

• Handle inbound calls from prospective, existing, and past patients, averaging approximately 10 calls per day.
• Convert patient inquiries and qualified leads into booked evaluations using effective sales and closing techniques.
• Conduct outbound follow-ups with prospective and past patients, averaging approximately 25 calls per week.
• Address patient concerns, overcome objections, and encourage appointment bookings.
• Manage leads through GoHighLevel CRM, maintaining accurate records and follow-up activities.
• Follow a structured callback schedule, including initial contact, a 2-day follow-up, and an additional follow-up 3 days later.
• Reactivate inactive leads and past patients to generate new appointments.
• Schedule appointments using Jane EMR or similar healthcare platforms.
• Assist with secure payment collection and maintain accurate patient and scheduling records.

• Assist with Instagram and Facebook posting, engagement, and basic marketing activities.
• Coordinate with the existing content creator on social media initiatives.
• Manage emails, administrative inquiries, data entry, and recordkeeping.
• Provide general virtual administrative support and assist with basic marketing content creation when needed.

• At least 1 year of experience in appointment setting, sales, or any other similar role.
• Demonstrated ability to convert leads and inquiries into confirmed appointments or consultations.
• Experience in outbound calling, lead nurturing, objection handling, and patient reactivation.
• Confident, persuasive, professional, and patient-friendly phone presence.
• Medical reception, patient coordination, or healthcare appointment-setting experience preferred, particularly in physical therapy, pelvic floor therapy, or women's health is highly preferred.
• Familiarity with GoHighLevel, Jane EMR, or similar platforms; Jane EMR experience is preferred.
• Able to independently manage leads, follow up consistently, and achieve appointment conversion goals.
• Understanding of patient confidentiality and healthcare privacy requirements.
• Basic experience with Instagram, Facebook, and marketing support is an advantage.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.