Healthcare Appointment Setting Specialist

Job Title: Lead Nurturing & CRM Assistant

Position Type: Part-Time

Work Hours: 10:00 AM - 2:00 PM Pacific Daylight Time, Monday - Friday

Salary rate: $6-$8

Job Responsibilities:

• Follow up with incoming leads through phone, email, text, and other communication channels.
• Build rapport with prospective patients and maintain consistent follow-up.
• Educate and qualify leads based on their needs and interest in the practice's services.
• Guide qualified leads toward scheduling an appointment or taking the appropriate next step.
• Re-engage previous or inactive leads when needed.
• Maintain professional and patient-friendly communication throughout the process.
• Create, organize, update, and manage the practice's CRM.
• Maintain accurate lead and patient information.
• Track lead status, follow-ups, appointments, and next steps.
• Keep the lead pipeline organized and ensure no leads are missed.
• Support improvements to CRM workflows and lead-nurturing processes.
• Manage email and SMS follow-up sequences and automations.
• Support lead re-engagement campaigns.
• Monitor responses and follow up with interested prospects.
• Respond to social media inquiries and direct messages.
• Guide social media leads toward the appropriate next step.
• Use ClickUp or similar project-management tools to track daily tasks and workflows.
• Support multiple patient acquisition and administrative workflows.
• Communicate updates, concerns, and progress proactively.

Requirements

• At least 1 year of previous experience in lead nurturing, sales support, lead qualification, patient acquisition, or a related role.
• Hands-on experience using and managing CRM systems.
• Comfortable with patient or customer outreach and consistent follow-up.
• Strong written and verbal English communication skills.
• Reliable, proactive, organized, and able to work independently.
• Strong follow-through and attention to detail.
• Comfortable learning new CRM, EHR, and workflow systems.

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.