Patient Appointment Scheduling Conversion Setter

Job Title: Patient Appointment Scheduling Conversion Setter

Position Type: Part-Time

Work Hours: 10:00 AM – 4:30 PM (Eastern Time - EST)

Work Days: Friday – Sunday (Must be available for off-hours: nights/weekends for lead follow-up)

Salary: $5.00 – $6.00 per hour (depending on experience)

Job Code: IH-CoreX

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

We are seeking a highly responsive and detail-oriented Medical Virtual Receptionist / Appointment Setter to support a growing practice. This role is ideal for someone with strong communication skills, sales aptitude, and experience handling patient interactions in a fast-paced environment.

Core Objectives

• Speed to Lead Response
• Appointment Booking & Conversion
• Preventing Patient Drop-off
• Reducing Staff Workload

Key Responsibilities

Appointment Scheduling & Conversion

• Manage inbound leads and convert them into booked appointments efficiently
• Take ownership of the full booking process, ensuring minimal drop-off

Proactive Lead Follow-Up

• Actively follow up with all incoming leads from the Go High Level (GHL) CRM, especially during off-hours
• Respond quickly to new inquiries to maximize conversion opportunities
• Continuously re-engage leads who have not yet booked—do not rely on a single follow-up attempt

Sales-Driven Communication

• Use strong sales and persuasion techniques to guide prospects toward booking
• Build quick rapport with patients and confidently position the value of the service
• Maintain a consultative yet results-driven approach in all interactions

Handling Objections with Persistence

• Address patient concerns professionally while maintaining control of the conversation
• Push back effectively when prospects hesitate (e.g., “I need to think about it”) by offering reassurance, clarifying concerns, and guiding them toward a decision
• Avoid passive responses such as simply sending follow-up emails—focus on converting in real time whenever possible

Lead Nurturing & Re-engagement

• Persistently pursue leads through multiple touchpoints (calls, texts, emails) until a clear outcome is achieved
• Ensure no potential patient is left unattended or “goes cold” due to lack of follow-up

Patient Inquiry Management

• Handle incoming questions with clarity, empathy, and confidence
• Provide accurate information while steering conversations toward booking

Speed to Lead & Responsiveness

• Maintain rapid response times to all inquiries
• Prioritize urgent leads and time-sensitive opportunities to improve booking rates

Patient Experience & Retention

• Prevent frustration by communicating clearly and setting expectations
• Ensure a smooth, professional, and positive experience from first contact to appointment confirmation

System & Communication Management

• Utilize GHL CRM and email platforms to track, update, and manage all lead interactions
• Keep accurate records of follow-ups, outcomes, and scheduled appointments

Required Skills and Experience

• Experience in appointment setting, virtual receptionist, or similar role
• Background in handling patient or client interactions in a fast-paced environment
• Familiarity with CRM systems (preferably Go High Level)
• Strong sales and conversion skills
• Excellent communication skills with clear accent
• Proven ability to follow up leads persistently and consistently
• High responsiveness and reliability

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 10 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.