Practice Manager / New Patient Coordinator (Job ID: ANTMIC1)
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AI Summary
Manage the inbound lead pipeline and conduct high-empathy discovery calls to qualify prospective mental health patients. Coordinate provider calendars, process upfront payments, and ensure seamless handoffs to clinical staff via EMR systems.
We’re Hiring: Practice Manager / New Patient Coordinator
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
Job Information:
Role Overview:
About the Client:
The client is a premier, high-growth private mental health practice providing top-tier in-person and virtual psychiatry and counseling services across Florida. With locations in Fort Myers, Fort Lauderdale, and Port Charlotte, the practice specializes in evidence-based treatments—including medication management, individual therapy, couples/family counseling, and certified EMDR therapy.
The client differentiates itself through its "Get Better Guarantee" and structured 4-Phase therapeutic process designed to achieve rapid, tangible results. The group is built on a philosophy of "therapy redefined." We do not believe in indefinite therapy without purpose or direction. Our clinicians work toward measurable progress, root-cause identification, and helping clients return to a higher quality of life as efficiently as possible. This unique model rejects the traditional structure of endless, multi-year counseling cycles to instead focus heavily on goal-oriented healing and successful patient discharge.
About the Role:
The Practice Manager / New Patient Coordinator serves as the vital first point of contact for individuals seeking mental health support. In this role, you represent Phase 1 (Discovery) of the practice's unique care model. You are an empathetic, high-trust onboarding professional responsible for qualifying inbound leads, articulating the value of the practice’s evidence-based approach, and guiding patients through clinical intake and financial commitments.
This role requires a rare blend of deep emotional intelligence (EQ) and firm operational accountability. You are dealing with individuals often going through their darkest moments (e.g., severe trauma, grief, or marital crisis). Your ultimate objective is to ensure prospective clients feel heard, supported, and informed while helping them confidently take the next step toward appropriate care.
Key Responsibilities
1. Inbound Pipeline & Nurturing (Daily Task)
2. High-EQ Discovery & Qualification (Patient Engagement)
3. Calendar Management & Provider Handoff (Doctor Handoff)
4. Upfront Fee Processing (Revenue Protection)
5. No-Show Mitigation & Re-engagement (Pipeline Hygiene)
6. Team Collaboration & Compliance
Qualifications & Skills:
Submit your application today and take the first step toward your next great opportunity!
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
Job Information:
- Job Title: Practice Manager / New Patient Coordinator
- Job ID: ANTMIC1
- Industry: Medical
- Location: South Africa
- Job Status: Full Time
- Work Schedule: Monday to Friday, 9:00am to 18:00pm (EST)
- Compensation: $1,800 - $2,000 per month (Plus performance-based commission incentives if the business operational target of 10 successfully attended consultations per week is met)
- Target Start Date: ASAP
Role Overview:
About the Client:
The client is a premier, high-growth private mental health practice providing top-tier in-person and virtual psychiatry and counseling services across Florida. With locations in Fort Myers, Fort Lauderdale, and Port Charlotte, the practice specializes in evidence-based treatments—including medication management, individual therapy, couples/family counseling, and certified EMDR therapy.
The client differentiates itself through its "Get Better Guarantee" and structured 4-Phase therapeutic process designed to achieve rapid, tangible results. The group is built on a philosophy of "therapy redefined." We do not believe in indefinite therapy without purpose or direction. Our clinicians work toward measurable progress, root-cause identification, and helping clients return to a higher quality of life as efficiently as possible. This unique model rejects the traditional structure of endless, multi-year counseling cycles to instead focus heavily on goal-oriented healing and successful patient discharge.
About the Role:
The Practice Manager / New Patient Coordinator serves as the vital first point of contact for individuals seeking mental health support. In this role, you represent Phase 1 (Discovery) of the practice's unique care model. You are an empathetic, high-trust onboarding professional responsible for qualifying inbound leads, articulating the value of the practice’s evidence-based approach, and guiding patients through clinical intake and financial commitments.
This role requires a rare blend of deep emotional intelligence (EQ) and firm operational accountability. You are dealing with individuals often going through their darkest moments (e.g., severe trauma, grief, or marital crisis). Your ultimate objective is to ensure prospective clients feel heard, supported, and informed while helping them confidently take the next step toward appropriate care.
Key Responsibilities
1. Inbound Pipeline & Nurturing (Daily Task)
- Manage and actively nurture a pipeline of approximately 120–130 inbound leads per month across phone calls, emails, and GoHighLevel (CC360).
- Promptly answer queries to maintain zero lag time for patients seeking immediate care.
2. High-EQ Discovery & Qualification (Patient Engagement)
- Conduct thorough, high-empathy qualifying conversations.
- Understand client pain points, screen for therapeutic fit within our psychiatry/counseling scope, and confidently communicate our unique clinical value proposition.
- Guide prospective clients through a structured decision-making process that results in committed consultations and appropriate care recommendations.
3. Calendar Management & Provider Handoff (Doctor Handoff)
- Manage provider calendars and scheduling utilization, ensuring doctors' schedules remain optimized while preserving availability for urgent consultations and high-priority patients.
- Book patients into the calendar using strict scheduling rules.
- Immediately transfer all clinical intake records and scheduling files directly into the practice’s Electronic Medical Record (EMR) system so treating doctors have full visibility ahead of the session.
4. Upfront Fee Processing (Revenue Protection)
- Enforce practice booking protocols by successfully collecting all consultation deposits and session payments upfront before an appointment is finalized on the schedule.
5. No-Show Mitigation & Re-engagement (Pipeline Hygiene)
- Execute rigorous confirmation workflows to protect medical schedules and minimize no-shows.
- Design and run targeted re-engagement workflows inside GoHighLevel to reach back out to older, unconverted inquiries who may still be in need of care.
6. Team Collaboration & Compliance
- Participate in weekly team meetings and maintain close communication with clinical providers regarding scheduling, patient concerns, and operational priorities.
- Demonstrate strict adherence to HIPAA, confidentiality, and ethical handling of protected health information at all times.
- Reporting Requirements
- New leads received
- Consultation bookings
- Consultation show rates
- Conversion rates
- Revenue collected
- Outstanding follow-up opportunities
- No-show and cancellation trends
Qualifications & Skills:
- Experience & Compliance
- Experience: Minimum 2–3 years of strong sales closing, high-touch intake, or consultative business development experience. Direct background within healthcare, mental health, or high-trust service industries is highly preferred.
- Technical Savvy: High proficiency utilizing GoHighLevel (CC360) or similar pipeline CRM software, alongside the agility to rapidly learn electronic medical records platforms.
- Compliance: Deep understanding of HIPAA guidelines and the medical ethics surrounding protected health information (PHI).
- Core Personal Qualities & EQ
- Warm, professional, and highly personable communication style.
- Naturally organized and detail-oriented with an ability to manage busy provider calendars.
- Able to remain calm during emotionally charged conversations and project genuine, unhurried empathy.
- Confident discussing financial commitments and upfront fees without using pressure or manipulation.
- Comfortable balancing deep compassion with operational accountability.
- Firmly believes in providing an exceptional patient experience from first contact through onboarding.
- Thrives in a fast-paced private practice environment.
- Flawless verbal and written English communication skills, allowing you to instantly build strong rapport with U.S.-based clients.
Submit your application today and take the first step toward your next great opportunity!
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