[Hiring] Patient Appointment Scheduling Conversion Setter @Winning Assistants

Role Description

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.

• 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.

Qualifications

• 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.

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.

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.