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 l ead 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

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Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.

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Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

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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.

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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.

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Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.

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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.

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Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

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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 contra