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 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, trainings, or allowances listed are optional contractor perks and not employee benefits. Originally posted on Himalayas