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Appointment Setter (Patient Scheduling & Lead Coordination)

Summary

Handles inbound patient leads and schedules appointments via phone and email, using CRM tools like Go High Level to convert leads quickly in a fast-paced remote role.

Job Title: Appointment Setter (Patient Scheduling & Lead Coordination)

Position type: Full-Time

Work hours: 9:00 AM to 6:00 PM Eastern Daylight Time

Work days: Monday to Friday

Salary: $5 - $6 per hour, depending on experience

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is seeking a highly motivated and communication-focused Appointment Setter to support lead management, inbound lead response, and appointment scheduling efforts. This role is ideal for someone who thrives in a fast-paced environment, enjoys speaking with potential clients, and can confidently build rapport over the phone.

As an Appointment Setter, your primary responsibility will be responding to incoming leads as quickly as possible through phone calls, email, and other communication channels. Speed, professionalism, and strong communication skills are essential, as the goal is to engage leads quickly, answer questions, and successfully book appointments.

During slower periods, you will also support lead re-engagement campaigns, reconnecting with previous leads and helping move opportunities back into the pipeline.

This role requires someone who is proactive, organized, and comfortable handling a high volume of conversations while maintaining a positive and professional attitude. The ideal candidate should have excellent English communication skills with a clear speaking voice and minimal accent, as this is a highly phone-focused position.

Experience using CRM systems is highly beneficial, especially Go High Level (GHL), although training can be provided for the right candidate.

Scope of Work / Responsibilities

Lead Management & Appointment Setting

  • Respond to incoming leads through phone, email, text, and other communication channels
  • Schedule appointments and maintain organized lead follow-up workflows
  • Build rapport with leads and maintain professional communication

Rapid Lead Response

  • Prioritize quick response times to maximize appointment conversion
  • Answer inquiries and provide accurate information to potential clients
  • Maintain timely and consistent communication with leads

Re-Engagement Campaigns

  • Reach out to previous or inactive leads during downtime
  • Re-engage prospects and encourage renewed interest
  • Maintain accurate notes and updates within the CRM system

CRM & Administrative Support

  • Manage leads and appointment activity within CRM platforms
  • Update lead records and communication notes accurately
  • Assist with general administrative tasks related to lead management

Top 3 Priorities

1. Rapid Response to Incoming Leads

  • Quickly engage and respond to new leads to maximize conversion opportunities.

2. Appointment Setting

  • Schedule appointments efficiently while maintaining a positive and professional customer experience.

3. Re-Engagement Campaigns

  • Reconnect with previous leads and support ongoing pipeline activity during slower periods.

Requirements

Required Skills and Experience

  • Strong verbal and written English communication skills
  • Clear speaking voice with a minimal accent preferred for phone-based communication
  • Previous experience in appointment setting, lead generation, customer service, or sales support
  • Comfortable handling a high volume of calls and lead interactions
  • Strong interpersonal and relationship-building skills
  • Ability to respond quickly and professionally to inquiries
  • Organized and detail-oriented with strong follow-through
  • Self-motivated and able to work independently in a remote environment
  • Comfortable learning and adapting to new systems and workflows

Preferred Experience

  • Experience using Go High Level (GHL) CRM
  • Familiarity with CRM systems such as ACT or similar lead management platforms
  • Background in appointment setting, inside sales, or lead nurturing environments
  • Experience working in fast-paced, phone-heavy roles

Key Qualities

  • Excellent communication and active listening skills
  • Professional and confident phone presence
  • Proactive and responsive
  • Goal-oriented and organized
  • Positive attitude and strong work ethic
  • Reliable and consistent in performance

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 25 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.
  • Top 1% VA Performance Training: Access to 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, training, or allowances listed are optional contractor perks and not employee benefits.

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What this application asks

workable

First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter

  • What is your Date of Birth?
  • What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
  • Are you available to work at this time schedule? yes / no
  • Do you accept the payment rate listed in the job description for this role? yes / no
  • How much is your expected hourly rate for this role? (in USD)
  • Do you have more than 1 year of experience working with US clients/companies? yes / no
  • Do you have experience using CRMs or related softwares? yes / no
  • Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed? yes / no
  • Do you have a reliable computer, headset, and camera available for work if you are offered the position? yes / no
  • This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired? yes / no
  • Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust? yes / no
  • Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused? yes / no
  • Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues? yes / no
  • Please mark all that you have experience with choose any
  • Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none") written answer
  • How many years of experience do you have with outbound calling or lead outreach?
  • What CRM systems or lead management platforms have you used previously? (Examples: Go High Level, HubSpot, Salesforce, ACT, Zoho, etc.) written answer
  • What industries have you previously worked in related to sales, appointment setting, or lead outreach? written answer
  • Have you ever worked on re-engagement or follow-up campaigns for inactive leads? What strategies did you use to reconnect with prospects and encourage them to schedule again? written answer
  • What approach do you use to build rapport and keep prospects engaged on the call? written answer
  • In a 1–2 minute voice recording, please answer the following question: (1). How do you typically handle rejection or objections during a call? Share an example of a difficult interaction and explain how you stayed motivated and professional afterward. To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.

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