Healthcare Appointment Setter & Patient Engagement Specialist

Client Overview and Job Summary

Our client is a growing U.S.-based wellness and aesthetic healthcare practice dedicated to helping patients improve their confidence, health, and quality of life through personalized treatment plans. Their patient-centered approach focuses on delivering exceptional care while building long-term relationships that encourage lasting results and repeat visits.

As the practice continues to grow, they are looking for a proactive Healthcare Appointment Setter & Patient Engagement Specialist who enjoys speaking with patients, building relationships, and helping convert inquiries into scheduled appointments. This role combines appointment setting, patient follow-up, CRM management, and light administrative support while playing a key role in improving patient satisfaction and retention.

Your primary focus will be following up with new leads, booking appointments, conducting patient intake, re-engaging previous patients, and providing exceptional patient communication before and after appointments.

This is not a cold-calling sales position. You'll primarily work with patients who have already expressed interest, existing patients, or individuals already in the practice's database.

Healthcare experience is highly preferred, especially in weight loss, wellness, aesthetics, medical spas, or similar patient-centered environments.

Responsibilities

Lead Follow-Up & Appointment Setting (Primary Focus)

• Follow up with new patient leads via phone, text, and CRM
• Answer questions about services and guide patients through the booking process
• Build rapport with prospective patients and convert inquiries into scheduled consultations
• Maintain consistent communication until appointments are confirmed

Patient Intake & Care Coordination

• Conduct patient intake calls and collect essential health and lifestyle information
• Send and verify consent forms, waivers, and required paperwork
• Prepare patients for upcoming appointments and ensure records are complete
• Update patient charts and CRM with accurate documentation

Patient Follow-Up & Retention

• Follow up with patients after their appointments to check on their progress and experience
• Address questions or concerns and document patient feedback
• Encourage satisfied patients to leave online reviews
• Record all communications in the CRM

Patient Re-Engagement

• Reconnect with inactive and previous patients through follow-up calls
• Share promotions, new treatments, and special offers
• Reach out to patients who attended consultations but did not move forward
• Build long-term relationships that encourage repeat visits and referrals

CRM & Administrative Support

• Maintain accurate patient records, appointment notes, and follow-up activities
• Track patient communications and keep the CRM up to date
• Assist with general administrative tasks to support daily operations

Light Social Media Support (Secondary Priority)

• Schedule social media posts and assist with basic content creation
• Respond to comments and messages when needed to support the practice's online presence

Requirements

• Experience in healthcare, wellness, medical spa, aesthetics, or a similar patient-focused environment
• Previous experience in appointment setting, patient coordination, or customer service
• Comfortable making 20–30+ outbound calls per day
• Excellent communication and relationship-building skills
• Experience using CRM or scheduling systems
• HIPAA awareness and strong attention to detail
• Self-motivated, organized, and able to work independently
• Reliable and interested in a long-term opportunity

Nice to Have

• Experience with Go High Level (GHL), Mindbody, Bowtie, Ooma, or similar CRM/scheduling platforms
• Background in patient intake, medical scheduling, patient follow-up, or lead nurturing
• Basic social media scheduling or content management experience

Tools & Software

• Go High Level (GHL)
• Mindbody
• Bowtie CRM
• Ooma
• CRM Systems
• Google Workspace
• Microsoft Office

Benefits

• 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.