Patient Scheduling Specialist (Fluent English Required)

Patient Scheduling Specialist | Remote | Part-Time Independent Contractor

FLUENT SPOKEN AND WRITTEN ENGLISH IS REQUIRED

This is a phone-intensive position serving prospective patients in the United States. Applicants must be able to speak, understand, read, and write English fluently and conduct frequent, unscripted professional phone conversations entirely in English. Spoken English must be clear and easily understood on the phone.

English communication, listening comprehension, and phone presence will be evaluated through recorded application exercises, a live interview, and a paid practical assessment. Please apply only if you are fully comfortable communicating with prospective patients entirely in English throughout your scheduled shift.

Thank you for your interest in joining the MedSpa Advertising team!

We are expanding our Patient Scheduling Team and hiring two highly reliable professionals to create an exceptional experience for prospective patients while helping our medical spa, aesthetics, wellness, and similar healthcare clients turn interest into confirmed appointments.

This is a paid, hourly independent contractor position intended for someone seeking consistent, long-term work rather than a temporary project or occasional side gig. As our client base and Patient Scheduling Team grow, strong performers may have opportunities to increase their hours, help train future team members, assume additional responsibilities, and advance into leadership positions.

About MedSpa Advertising

MedSpa Advertising helps medical spas, aesthetics practices, wellness clinics, and similar healthcare businesses attract and schedule new patients through targeted Facebook and Instagram advertising, automated lead communication, and AI + patient scheduling technology.

Our clients trust us to create an excellent experience from the moment someone requests information or an appointment through our Facebook and Instagram ads, text message campaigns, and other marketing channels. Our Patient Scheduling Specialists are a crucial part of that experience.

What You Will Do

As a Patient Scheduling Specialist, you will:

• Call new leads as quickly as possible during your shift, typically within five minutes of entering our system
• Introduce yourself accurately as a member of the patient scheduling team for the appropriate medical practice
• Build rapport and communicate with prospective patients in a warm, confident, and professional manner
• Ask appropriate questions to understand each prospective patient’s interests and scheduling needs
• Answer approved, non-clinical questions using information supplied by the practice
• Help prospective patients schedule consultations in the appropriate calendar or electronic medical record system
• Send secure payment links by text and guide prospective patients through completing the required appointment deposit
• Follow up consistently with leads who do not answer or are not ready to schedule during the initial conversation
• Confirm appointments, assist with appropriate rescheduling, and help reduce cancellations and no-shows
• Respond to conversations and appointment requests escalated by our AI Patient Concierge
• Maintain accurate notes, statuses, appointment information, and follow-up tasks in our customer relationship management system
• Communicate with our team through Slack throughout your assigned shift
• Learn the approved offers, policies, frequently asked questions, and scheduling requirements for multiple client practices
• Follow established call frameworks while sounding natural and conversational rather than scripted or robotic

You will not diagnose conditions, recommend treatments, provide medical advice, or answer clinical questions outside the approved information provided by each practice.

What Success Looks Like

Our most successful Patient Scheduling Specialists are:

• Fluent in spoken and written English, with clear pronunciation, strong listening comprehension, and the ability to communicate naturally and confidently on the phone
• Warm, empathetic, friendly, and confident
• Comfortable speaking on the phone for several hours per day
• Persistent without sounding aggressive or overly sales-focused
• Organized and highly attentive to detail
• Able to listen carefully and respond naturally
• Fast learners who accept and apply coaching
• Reliable, punctual, and consistent
• Calm under pressure
• Comfortable using multiple software applications simultaneously
• Genuinely excited about becoming a long-term member of a growing team

Working Hours

• Availability to work an assigned shift according to U.S. Central Time
• All schedule availability provided in U.S. Central Time, regardless of where you live
• Online, logged into all required systems, and ready to receive and contact leads throughout your scheduled shift
• An initial part-time schedule, with the possibility of additional hours as our client base grows
• Potential evening or weekend coverage as the team expands
• Responsibility for consistently working the correct U.S. Central Time schedule throughout the year, including when daylight saving time changes

Compensation and Schedule

• Paid, hourly independent contractor arrangement
• Paid required training and initial 30-day introductory period
• Advancement to the Certified Patient Scheduling Specialist compensation level upon successful completion of training and the introductory review period
• Additional performance bonuses for valid, deposit-backed appointments and consistently meeting our quality standards
• Performance bonuses verified and paid monthly
• An initial schedule of approximately 20–25 hours per week, with the possibility of additional hours based on individual performance, client demand, and scheduling needs

Complete compensation and performance bonus details will be discussed during the interview process and documented in the written contractor agreement.

Speed to Lead

MedSpa Advertising places a very high value on response time.

During staffed coverage hours, you will be expected to call every new lead within five minutes whenever reasonably possible. If you are already speaking with another prospective patient, finish that conversation professionally and contact the next lead immediately afterward.

Consistent responsiveness, lead queue monitoring, and timely follow-up are core performance expectations for this position.

Required Internet, Equipment, and Workspace

You must have:

• A reliable computer or laptop capable of running multiple applications
• A quiet, private, and professional working environment
• A quality USB headset with clear audio and a noise-reducing microphone
• Reliable high-speed internet with a minimum speed of 20 Mbps download and 10 Mbps upload
• Two monitors or the ability to have a two-monitor setup by your start date
• A reliable backup plan for internet or power interruptions
• The ability to protect confidential patient and client information while working remotely

Finalists may be asked to demonstrate their internet speed, workstation, audio quality, and backup plan.

Communication Expectations

You will be expected to:

• Remain active and reachable in Slack throughout your shift
• Respond promptly to work-related messages
• Notify the team immediately of any internet, power, equipment, or availability issue
• Communicate clearly during shift handoffs
• Escalate clinical questions, scheduling conflicts, technical problems, and unusual patient situations instead of guessing
• Attend required training, coaching, and team meetings when scheduled

Experience

Previous experience in one or more of the following areas is strongly preferred:

• Appointment setting
• Outbound calling
• Inside sales
• Patient scheduling
• Medical, dental, aesthetics, wellness, or healthcare customer service
• Call center work
• HighLevel
• CRM or EMR systems
• Collecting deposits or payments through secure payment links

Direct medical aesthetics experience is helpful but not required. We will provide training on our systems, client offers, scheduling processes, communication standards, and approved patient-facing information.

Performance Expectations

Performance will be evaluated based on:

• Speed to lead
• Contact rate
• Follow-up completion
• Valid, deposit-backed appointment rate
• Appointment show rate
• Call quality and professionalism
• Adherence to approved call frameworks and policies
• CRM and EMR accuracy
• Attendance and punctuality
• Responsiveness and internal communication
• Prospective patient experience
• Coachability and improvement over time

Independent Contractor Arrangement

This is a paid, hourly independent contractor position. It is not a U.S. W-2 employee position.

We are building this team for long-term growth. Team members who consistently perform well may have opportunities to receive additional hours, take on greater responsibility, help train future Patient Scheduling Specialists, and pursue leadership opportunities as the team expands.

Application Process

Our application includes questions about your experience, availability, equipment, internet connection, and working environment. It also includes recorded speaking and listening exercises so that we can evaluate your communication, listening, phone presence, and ability to respond naturally.

Selected applicants will be invited to an interview and may be asked to complete a paid practical assessment before receiving an ongoing contractor offer.

Please complete our full Patient Scheduling Specialist application using the link below:

https://airtable.com/app8tzBpg4MBO5smf/pagTIEpSOicz6gVmy/form

The application includes schedule, experience, equipment, internet, speaking, and listening questions. Please set aside enough uninterrupted time to complete it carefully.

Before submitting, review your responses and recordings to ensure they represent your best work. Our team will review completed applications and contact selected candidates with next steps.

We appreciate the time and effort required to apply and look forward to learning more about you!