Medical Virtual Receptionist (Appointment Setter)

Job Title: Sales Appointment Setter Position Type: Part-Time Work Hours: 10:00 AM - 4:30 PM (Eastern Time - EST) Work Days: Friday - Sunday (Must be available for off-hours: nights/weekends for lead follow-up) Salary: $5.00 - $6.00 per hour (depending on experience) Job Code: IH-CoreX Workplace: Remote Preferred Candidate Location: Philippines Scope of Work / Responsibilities We are seeking a highly responsive and detail-oriented Medical Virtual Receptionist / Appointment Setter to support a growing practice. This role is ideal for someone with strong communication skills, sales aptitude, and experience handling patient interactions in a fast-paced environment. Core Objectives • Speed to Lead Response • Appointment Booking & Conversion • Preventing Patient Drop-off • Reducing Staff Workload Key Responsibilities Appointment Scheduling & Conversion • Manage inbound leads and convert them into booked appointments efficiently • Take ownership of the full booking process, ensuring minimal drop-off Proactive Lead Follow-Up • Actively follow up with all incoming leads from the Go High Level (GHL) CRM, especially during off-hours • Respond quickly to new inquiries to maximize conversion opportunities • Continuously re-engage leads who have not yet booked-do not rely on a single follow-up attempt Sales-Driven Communication • Use strong sales and persuasion techniques to guide prospects toward booking • Build quick rapport with patients and confidently position the value of the service • Maintain a consultative yet results-driven approach in all interactions Handling Objections with Persistence • Address patient concerns professionally while maintaining control of the conversation • Push back effectively when prospects hesitate (e.g., I need to think about it ) by offering reassurance, clarifying concerns, and guiding them toward a decision • Avoid passive responses such as simply sending follow-up emails-focus on converting in real time whenever possible Lead Nurturing & Re-engagement • Persistently pursue leads through multiple touchpoints (calls, texts, emails) until a clear outcome is achieved • Ensure no potential patient is left unattended or goes cold due to lack of follow-up Patient Inquiry Management • Handle incoming questions with clarity, empathy, and confidence • Provide accurate information while steering conversations toward booking Speed to Lead & Responsiveness • Maintain rapid response times to all inquiries • Prioritize urgent leads and time-sensitive opportunities to improve booking rates Patient Experience & Retention • Prevent frustration by communicating clearly and setting expectations • Ensure a smooth, professional, and positive experience from first contact to appointment confirmation System & Communication Management • Utilize GHL CRM and email platforms to track, update, and manage all lead interactions • Keep accurate records of follow-ups, outcomes, and scheduled appointments Requirements Required Skills and Experience • Experience in appointment setting, virtual receptionist, or similar role • Background in handling patient or client interactions in a fast-paced environment • Familiarity with CRM systems (preferably Go High Level) • Strong sales and conversion skills • Excellent communication skills with clear accent • Proven ability to follow up leads persistently and consistently • High responsiveness and reliability Basic Requirements • Must be proficient in speaking and writing English very clearly • Must have relevant work experience • Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory] • Must be available for video meetings with your camera on (when needed) Technical Requirements • Device: Reliable laptop or desktop computer. • Internet: High-speed connection (minimum 10 Mbps). • Audio: Noise-canceling headset. • Video: Webcam for virtual meetings. • Workspace: Quiet, professional 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 off...