Patient Acquisition Specialist (Inbound Sales & Booking), Part-Time
Location: Remote
Schedule: Part-time, approximately 20 hrs fixed per week, worked within U.S. Eastern business hours (core window 9am to 6pm EST; exact shift block to be confirmed)
Engagement: Independent contractor, ongoing
Reports to: The clinic's owner and lead physical therapist
Team: Joins an existing inbound sales and booking seat as the second person on the front line
We are a rapidly growing U.S.-based sports physical therapy and performance clinic serving runners, athletes, and active adults in Florida. Every patient works one-on-one with a Doctor of Physical Therapy, starting with an in-depth evaluation and a signature whole-body movement assessment rather than a quick look at a single joint.
Our care blends rehab and performance: manual therapy, dry needling, shockwave therapy, strength and speed coaching, and a custom app that keeps patients progressing between visits. We also offer remote physical therapy for patients outside our area.
We are an out-of-network, cash-pay practice. That lets us spend real time with each patient instead of working around insurance limits, and it means the first conversation a patient has with us matters a great deal. Patients pay with out-of-network benefits, HSA or FSA cards, or a payment plan.
Our patients find us through targeted campaigns: a Runner's Analysis, a Shoulder Analysis, and injury consult requests. Every one of these people has already raised their hand. The difference between a lead that books and a lead that goes cold is usually measured in minutes, and inbound volume has grown past what one person can cover at that speed.
This role exists to make sure no interested patient waits. You will be the second person on our inbound sales and booking desk, responding fast, understanding each person's injury and goals, and booking them into an evaluation with our lead physical therapist. Our clinician's calendar is the business, and your job is to keep it full with the right patients who actually show up.
This is not cold calling and it is not pressure selling. It is consultative, helpful conversations with people who are in pain or chasing a performance goal and want to know if we can help. You will also re-engage past patients around new goals, flare-ups, and performance tune-ups, which is one of the highest-value activities in the clinic.
Speed-to-Lead Response
Respond to every new lead within 5 minutes during your shift by SMS, email, or phone
Work leads from Runner's Analysis, Shoulder Analysis, and injury consult campaigns
Follow up persistently and professionally on leads who don't respond the first time, using a multi-touch sequence across channels
Discovery & Qualification
Run short discovery conversations using our scripts: injury type and duration, training background (running, HYROX, gym, sport), prior physical therapy experience, and goals
Assess readiness to invest in care and separate good-fit patients from non-fit leads
Explain our out-of-network, cash-pay model clearly, including HSA and FSA payment, out-of-network benefits, and payment plans
Handle common objections (price, insurance, timing, "I'll try resting it first") calmly and without pressure
Booking, Deposits & Show Rate
Book in-person evaluations and virtual consults directly into the clinician's calendar
Collect deposits when required
Send confirmations and reminders, and follow up with no-shows to rebook them
Protect the calendar: keep evaluation slots filled with qualified patients
Patient Reactivation
Run reactivation outreach to past patients by SMS, email, and phone
Re-engage them around new training goals, flare-ups, upcoming races or events, and performance tune-ups
Book follow-up evaluations and check-ins
CRM Hygiene & Clinical Handoff
Log every conversation in GoHighLevel and keep scheduling accurate in Jane
Tag lead source correctly so the clinic knows which campaigns are working
Write clean, concise intake notes so the clinician walks into each evaluation already knowing the patient's story
Handle all patient information confidentially and in line with HIPAA
Coordination & Reporting
Coordinate lead ownership and shift coverage with the other booking specialist so no lead falls between seats
Track and report weekly on response time, booking rate, show rate, and reactivation bookings
Flag patterns to the owner: recurring objections, low-quality lead sources, or script changes that would lift conversions
1+ year in appointment setting, inbound sales, sales support, or a booking role with a conversion or booked-appointment target
Clear, confident spoken English on the phone and polished written English for SMS and email
Comfortable discussing pricing, payment options, and deposits professionally and directly
Experience working in a CRM and keeping records clean (any platform; GoHighLevel and Jane will be trained)
Persistent follow-up habits: comfortable reaching out several times without becoming pushy
Available for a consistent part-time shift within U.S. Eastern business hours
Reliable remote setup: stable internet, a backup power and connectivity plan, a quiet workspace, and a quality headset
Background in a healthcare, physical therapy, chiropractic, wellness, fitness, or coaching business
Experience selling a premium or cash-pay service where the patient or client pays out of pocket
Hands-on experience with GoHighLevel, Jane, or a similar clinic scheduling system
Prior work for U.S.-based clients or patients
Familiarity with HIPAA or handling sensitive personal information
Personal connection to running, HYROX, strength training, or sport, which makes discovery conversations with our patients feel natural
You are:
Fast and dependable. When a lead comes in during your shift, you're on it within minutes, every time.
A natural listener who asks good questions and makes people feel heard before talking about price or booking.
Confident with money conversations. You can explain a cash-pay model and ask for a deposit without hesitating or apologizing.
Persistent without being pushy. A no-response doesn't discourage you; it just means the next touch.
Highly organized, with clean notes and a CRM you'd be comfortable having anyone audit.
Coachable. You take script feedback well, track your own numbers, and want to see your booking rate go up week over week.
A good teammate who communicates clearly with a second rep and a busy clinician over Slack or WhatsApp.
Warm leads only. Every person you talk to has already asked for help. Your energy goes into great conversations, not cold dials.
Direct line to the founder. You work closely with the clinic's owner and lead clinician, with clear scripts, clear targets, and quick feedback.
Visible impact. Every evaluation you book is a patient getting out of pain or back to their sport, and you'll see your numbers move the business week to week.
Room to grow. The clinic is expanding, and strong performers in this seat are positioned to take on more as it does.
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