Patient Care & Sales Coordinator | Wellness Clinic

Job Title: Patient Care & Sales Coordinator | Wellness Clinic

Position Type: Part-Time

Schedule: Monday to Friday, 9:00 AM – 1:00 PM EDT

Workplace: Remote

Salary: $5 - $6 per hour

Job Code: AA-R

Preferred Candidate Location: Philippines

About the Company

Our client is a wellness clinic offering personalized IV therapy, aesthetic treatments, and restorative wellness services. The clinic serves patients through its locations in West Chester, Pennsylvania, and Ardmore, Pennsylvania, with a focus on delivering quality care and exceptional patient experiences.

Responsibilities

1. Phone Management & Patient Support

• Answer and manage inbound calls across both clinic locations
• Serve as the primary point of contact for patient inquiries
• Provide professional, friendly, and personalized support to patients
• Assist patients with questions regarding services, appointments, and clinic information

2. Patient Confirmations & Intake Management

• Conduct appointment confirmation and reminder calls
• Manage patient intake forms, consent forms, and related documentation
• Ensure patient records are complete and up to date

3. Patient Follow-Ups & Reactivations

• Follow up with patients after visits
• Reach out to inactive patients and encourage them to return for services
• Sales/upselling - offering packages, memberships, and add-on services to patients
• Conduct outreach campaigns during slower periods to generate appointments

Additional Responsibilities

• Schedule, reschedule, and cancel appointments
• Business partnership outreach - coordinating with other local businesses to arrange pop-up events and partnerships
• Administrative tasks - managing emails and calendar
• Executive assistant duties - personal tasks like booking reservations, managing schedules, etc.
• Identify opportunities to improve clinic operations and patient experience

• Experience working in a med spa, wellness clinic, healthcare practice, or similar healthcare environment
• Experience handling inbound and outbound calls, appointment scheduling, and patient support in a healthcare setting
• Experience with sales, upselling, or recommending services and packages
• Experience using Zenoti is preferred; candidates without Zenoti experience must have strong EMR/EHR experience and be able to learn new systems quickly
• Strong verbal and written English communication skills
• Professional, personable, and patient-focused approach
• Sales-oriented with the ability to promote memberships, packages, and add-on services
• Familiarity with AI tools and technology
• Must be fully dedicated and committed during scheduled working hours
• Must be able to work independently and maintain consistent availability

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.