Medical Virtual Receptionist (Appointment Setter)

Job Title: Sales Appointment SetterPosition Type: Part-TimeWork 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-CoreXWorkplace: RemotePreferred Candidate Location: PhilippinesScope of Work / ResponsibilitiesWe 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 ObjectivesSpeed to Lead ResponseAppointment Booking & ConversionPreventing Patient Drop-offReducing Staff WorkloadKey ResponsibilitiesAppointment Scheduling & ConversionManage inbound leads and convert them into booked appointments efficientlyTake ownership of the full booking process, ensuring minimal drop-offProactive Lead Follow-UpActively follow up with all incoming leads from the Go High Level (GHL) CRM, especially during off-hoursRespond quickly to new inquiries to maximize conversion opportunitiesContinuously re-engage leads who have not yet booked—do not rely on a single follow-up attemptSales-Driven CommunicationUse strong sales and persuasion techniques to guide prospects toward bookingBuild quick rapport with patients and confidently position the value of the serviceMaintain a consultative yet results-driven approach in all interactionsHandling Objections with PersistenceAddress patient concerns professionally while maintaining control of the conversationPush back effectively when prospects hesitate (e.g., “I need to think about it”) by offering reassurance, clarifying concerns, and guiding them toward a decisionAvoid passive responses such as simply sending follow-up emails—focus on converting in real time whenever possibleLead Nurturing & Re-engagementPersistently pursue leads through multiple touchpoints (calls, texts, emails) until a clear outcome is achievedEnsure no potential patient is left unattended or “goes cold” due to lack of follow-upPatient Inquiry ManagementHandle incoming questions with clarity, empathy, and confidenceProvide accurate information while steering conversations toward bookingSpeed to Lead & ResponsivenessMaintain rapid response times to all inquiriesPrioritize urgent leads and time-sensitive opportunities to improve booking ratesPatient Experience & RetentionPrevent frustration by communicating clearly and setting expectationsEnsure a smooth, professional, and positive experience from first contact to appointment confirmationSystem & Communication ManagementUtilize GHL CRM and email platforms to track, update, and manage all lead interactionsKeep accurate records of follow-ups, outcomes, and scheduled appointmentsRequirementsRequired Skills and ExperienceExperience in appointment setting, virtual receptionist, or similar roleBackground in handling patient or client interactions in a fast-paced environmentFamiliarity with CRM systems (preferably Go High Level)Strong sales and conversion skillsExcellent communication skills with clear accentProven ability to follow up leads persistently and consistentlyHigh responsiveness and reliabilityBasic RequirementsMust be proficient in speaking and writing English very clearlyMust have relevant work experienceBe 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 RequirementsDevice: Reliable laptop or desktop computer.Internet: High-speed connection (minimum 10 Mbps).Audio: Noise-canceling headset.Video: Webcam for virtual meetings.Workspace: Quiet, professional environmentBenefitsDedicated 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