Healthcare Appointment Setter - Regenerative Medicine

Job Title: Healthcare Appointment Setter — Regenerative Medicine
Position Type: Part-Time
Work Hours: 20 hours per week
Salary: $5–$6 per hour, depending on experience

Workplace: Remote
Preferred Candidate Location: Philippines

Work Schedule:

• Saturday: 10:00 AM – 6:00 PM Eastern Time, with 1-hour unpaid break
• Sunday: 10:00 AM – 6:00 PM Eastern Time, with 1-hour unpaid break
• Monday: 9:00 AM – 12:00 PM Eastern Time
• Tuesday: 1 hour, to be chosen by the VA anytime between 11:00 AM – 6:00 PM Eastern Time
• Wednesday: 1 hour, to be chosen by the VA anytime between 11:00 AM – 6:00 PM Eastern Time
• Thursday: 1 hour, to be chosen by the VA anytime between 11:00 AM – 6:00 PM Eastern Time
• Friday: Day off

About the Client & Role

Our client is a venture studio and business incubator focused on building companies in regenerative medicine, medical technology, and related industries. They are looking for a confident, professional, and patient-focused Healthcare Appointment Setter — Regenerative Medicine to support patient lead outreach, pre-qualification, appointment confirmations, medical records coordination, post-treatment follow-ups, retention, referrals, and documentation.

This role is ideal for someone with medical or healthcare experience, strong phone communication skills, and experience in customer service or sales. The right candidate should be comfortable making high-volume outbound calls, building trust with prospective patients, documenting interactions accurately, and encouraging consultations, repeat treatments, and referrals using a professional, patient-centered approach.

Scope of Work / Responsibilities

Lead Pre-Qualification & Same-Day Outreach

• Conduct initial pre-qualification calls with incoming patient leads.
• Contact new leads promptly as they come in.
• Follow up with prospects who expressed interest but have not yet been reached.
• Help determine each lead’s readiness for consultation and guide qualified prospects toward scheduling.

Appointment Confirmation & Patient Preparation

• Call patients to confirm upcoming appointments.
• Help reduce no-shows through consistent appointment confirmation.
• Ensure patients are prepared for their visits and understand next steps.

Medical Records Coordination & Documentation

• Collect or confirm necessary medical records information before scheduled appointments.
• Accurately document patient interactions, follow-up activity, and relevant information in the client’s systems.
• Maintain strong charting and documentation practices.

Post-Treatment Follow-Up & Patient Retention

• Conduct regular check-in calls with patients after treatment to assess progress and results.
• Maintain ongoing relationships with existing patients.
• Encourage repeat treatments when appropriate using a professional, patient-focused approach.

Referral Support

• Help generate referrals by maintaining positive relationships with satisfied patients.
• Follow up with patients consistently to support retention, referrals, and continued engagement.

Tools You’ll Use

• GoHighLevel — required

Experience Requirements

GoHighLevel Experience: Required. Candidates must have experience using GoHighLevel.

Medical / Healthcare Experience: Required. Candidates must have previous experience in a medical, healthcare, clinical, patient coordination, or healthcare support role. 

Customer Service and/or Sales Experience: Highly preferred. Candidates with at least 4–5 years of customer service and/or sales experience are strongly preferred.

Outbound Calling Experience: Required. Candidates must be confident handling high-volume outbound patient calls.

Patient Relationship / Lead Qualification Experience: Required. Candidates must be comfortable building trust with prospective patients, qualifying leads, and guiding them toward scheduling consultations.

Charting & Documentation Experience: Required. Candidates must have strong documentation skills and be able to record patient interactions accurately.

Performance Expectations

The ideal candidate should help support:

• High volume of completed outbound calls.
• Strong same-day lead outreach and follow-up consistency.
• Increased number of connected prospects and scheduled consultations.
• Accurate documentation of patient interactions and follow-up activity.
• Successful medical records coordination before appointments.
• Strong post-treatment follow-up, patient retention, and referral support.

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.