Healthcare Appointment Setter, Patient Engagement Specialist

🔥 1 hour ago

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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 Description

• Follow up with new patient leads via phone, text, and CRM • Answer questions about services and guide patients through the booking process • Build rapport with prospective patients and convert inquiries into scheduled consultations • Maintain consistent communication until appointments are confirmed • Conduct patient intake calls and collect essential health and lifestyle information • Send and verify consent forms, waivers, and required paperwork • Prepare patients for upcoming appointments and ensure records are complete • Update patient charts and CRM with accurate documentation • Follow up with patients after their appointments to check on their progress and experience • Address questions or concerns and document patient feedback • Encourage satisfied patients to leave online reviews • Record all communications in the CRM • Reconnect with inactive and previous patients through follow-up calls • Share promotions, new treatments, and special offers • Reach out to patients who attended consultations but did not move forward • Build long-term relationships that encourage repeat visits and referrals • Maintain accurate patient records, appointment notes, and follow-up activities • Track patient communications and keep the CRM up to date • Assist with general administrative tasks to support daily operations • Schedule social media posts and assist with basic content creation • Respond to comments and messages when needed to support the practice's online presence

🎯 Requirements

• Experience in healthcare, wellness, medical spa, aesthetics, or a similar patient-focused environment • Previous experience in appointment setting, patient coordination, or customer service • Comfortable making 20–30+ outbound calls per day • Excellent communication and relationship-building skills • Experience using CRM or scheduling systems • HIPAA awareness and strong attention to detail • Self-motivated, organized, and able to work independently • Reliable and interested in a long-term opportunity • Nice to Have: Experience with Go High Level (GHL), Mindbody, Bowtie, Ooma, or similar CRM/scheduling platforms • Background in patient intake, medical scheduling, patient follow-up, or lead nurturing • Basic social media scheduling or content management experience

🏖️ 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.