[Hiring] Healthcare Appointment Setter & Patient Engagement Specialist @Winning Assistants

Role Description

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.

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

Qualifications

• 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

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

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