Patient Appointment Scheduling Setter

Role Overview

• Manage inbound leads and convert them into booked appointments efficiently
• Take ownership of the full booking process, ensuring minimal drop-off
• 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
• 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
• 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
• Persistently pursue leads through multiple touchpoints (calls, texts, emails) until a clear outcome is achieved
• Handle incoming questions with clarity, empathy, and confidence
• Provide accurate information while steering conversations toward booking
• Maintain rapid response times to all inquiries
• Prioritize urgent leads and time-sensitive opportunities to improve booking rates
• Prevent frustration by communicating clearly and setting expectations
• 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

• 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
• 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)
• Reliable laptop or desktop computer.
• High-speed connection (minimum 10 Mbps).
• Noise-canceling headset.
• Webcam for virtual meetings.
• Quiet, professional environment

Tech Stack

• Go

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.