[Hiring] Medical Virtual Assistant (Appointment Setter) @Virtual Rockstar

Role Description

This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Neurological Rehab Appointment Setter) on behalf of a growing neuro-focused outpatient rehabilitation clinic. This is a dedicated outbound appointment-setting role focused on building genuine relationships with prospective and past patients through thoughtful, empathetic phone conversations — not transactional cold-calling. The primary goal is to help patients with neurological conditions access care while supporting the clinic’s continued growth.

This role is ideal for someone who is naturally relationship-driven, emotionally resilient, highly organized, and genuinely passionate about helping individuals with neurological conditions such as stroke, traumatic brain injury (TBI), multiple sclerosis (MS), and Parkinson’s disease.

Key Responsibilities

• Outbound Appointment Setting & Relationship Building
  • Make outbound calls to Facebook leads, Google leads, and past patients to schedule evaluations and appointments.
  • Conduct thoughtful, relationship-based phone conversations focused on building trust and rapport.
  • Follow up consistently with prospective and past patients without being overly transactional or aggressive.
  • Handle objections empathetically while maintaining professionalism and persistence.
  • Schedule qualified patient evaluations directly onto the clinic calendar.
  • Maintain detailed follow-up tasks and callback commitments within the CRM system.
• CRM & Documentation Management
  • Maintain accurate call notes and CRM hygiene within Go High Level (GHL).
  • Track outreach efforts, follow-up schedules, and patient interactions carefully.
  • Submit detailed end-of-day reports using the provided reporting template.
  • Review call recordings and continuously improve communication and outreach performance.
  • Ensure all patient data and communications remain organized and confidential.
• Team Collaboration & Workflow Support
  • Participate in weekly coaching and performance review meetings.
  • Attend team meetings with video on at all times.
  • Communicate consistently with the clinic owner and team through Slack and Loom.
  • Demonstrate initiative, accountability, and willingness to improve through feedback and coaching.

Qualifications

• Experience in appointment setting, patient coordination, outbound calling, or relationship-based sales.
• Strong English communication skills with a warm, empathetic, and confident phone presence.
• Highly organized with strong CRM discipline and attention to detail.
• Ability to work independently and follow through consistently on callback commitments.
• Comfortable handling rejection and maintaining positive energy throughout the day.
• Experience using CRM systems such as Go High Level or similar platforms strongly preferred.
• Healthcare, physical therapy, or neurological rehabilitation experience is a plus.

Requirements

• Comfortable using time-tracking software and maintaining accurate daily work logs as part of the team workflow.
• Reliable internet setup with a professional camera and quality headset for team meetings and coaching sessions.
• Genuine interest in neurological rehabilitation and supporting patients with conditions such as stroke, TBI, MS, or Parkinson’s disease.
• Strong relationship-building approach focused on empathy, trust, and meaningful conversations rather than aggressive sales tactics.

Benefits

• Competitive salary commensurate with experience.
• Opportunities for professional development and growth.
• Work in a dynamic and supportive team environment.
• Make a meaningful impact by helping to build and strengthen families across the Globe.