Healthcare Appointment Setter & Patient Engagement Specialist (Full-Time)

Job Title: Healthcare Appointment Setter & Sales Specialist [AR-U]

Position Type: Full-time
Pay Rate: $6–$7 USD/hour, depending on experience
Work Schedule: Monday–Friday | 8:00 AM–5:00 PM EDT

Client Overview & 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 treatments and exceptional patient care.

They are looking for a confident and results-driven Healthcare Sales & Appointment Setting Specialist to engage prospective patients, follow up with leads, and convert inquiries into booked consultations.

This is primarily a sales and conversion-focused role, with administrative and patient support responsibilities as a secondary focus.

The ideal candidate has proven experience in outbound calling, cold calling, lead follow-up, appointment setting, and sales conversion. You should be comfortable speaking with a high volume of leads, asking effective questions, building rapport, handling basic objections, and confidently guiding conversations toward booking an appointment.

Consistent follow-through is essential. You will be expected to take ownership of leads, document interactions, schedule next steps, and continue following up until the lead books, declines, or is appropriately moved into nurture.

Experience in healthcare, wellness, aesthetics, or medical spas is a plus, but strong phone-based sales and conversion experience is the priority.

Responsibilities

Sales, Outbound Calling & Appointment Setting — Primary Focus

• Make a high volume of outbound calls to new and existing leads
• Follow up with leads consistently through phone, text, and CRM
• Build rapport, ask effective questions, and identify patient needs and interests
• Clearly communicate services and guide prospective patients toward booking consultations
• Handle basic questions, hesitations, and objections confidently and professionally
• Maintain consistent follow-up until leads book, decline, or move into nurture
• Document call outcomes, next steps, and follow-up activities accurately in the CRM
• Work toward appointment-setting, conversion, and outbound activity goals or KPIs

Patient Engagement & Re-Engagement

• Reconnect with previous or inactive patients through outbound follow-up
• Follow up with patients who inquired or attended consultations but did not move forward
• Share relevant promotions, treatments, and special offers
• Conduct patient follow-ups and support positive patient experiences
• Build relationships that encourage repeat visits and referrals

Patient & Administrative Support — Secondary Focus

• Answer incoming calls and assist with patient inquiries
• Support patient intake and collect required information
• Send and follow up on consent forms, waivers, and other required paperwork
• Provide pre- and post-care communication and instructions
• Maintain accurate patient records, appointment notes, and CRM documentation
• Complete daily activity and performance reports
• Assist with general administrative tasks as needed

Light Social Media Support — Secondary Priority

• Assist with basic social media scheduling and content support
• Respond to comments or messages when needed
• Support the practice’s online patient engagement efforts

Requirements

• Proven experience in outbound calling, cold calling, sales, appointment setting, lead generation, or lead conversion
• Experience converting leads or inquiries into booked appointments or consultations
• Comfortable making a high volume of outbound calls
• Clear, confident, and professional speaking voice
• Strong communication and relationship-building skills
• Ability to ask effective questions and handle basic objections
• Persistent and organized approach to lead follow-up
• Experience working toward sales, appointment-setting, conversion, or outbound activity KPIs
• Strong CRM documentation and lead management skills
• Excellent follow-through, sense of urgency, and ownership
• Self-motivated, organized, and comfortable working independently in a remote environment
• Reliable and interested in a long-term opportunity

Nice to Have

• Experience in healthcare, wellness, weight loss, aesthetics, medical spas, or similar patient-focused environments
• Experience selling or booking consultations for healthcare, wellness, beauty, or elective services
• Experience with GoHighLevel (GHL), Mindbody, Bowtie, Ooma, or similar CRM, scheduling, and phone platforms
• Experience with patient intake, consent follow-up, patient re-engagement, or pre/post-care communication
• HIPAA awareness or previous experience handling patient information
• Basic social media scheduling or content management experience

Tools & Software

• GoHighLevel (GHL)
• Mindbody
• Bowtie
• Ooma
• CRM and lead management systems
• Google Workspace
• Microsoft Office

Basic 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.