Patient Intake & Appointment Coordinator (Job ID: BILMIC1)

We’re Hiring: Patient Intake & Appointment Coordinator IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH Job Information: Job Title: Patient Intake & Appointment Coordinator Job ID: BILMIC1 Industry: Appointment Setting / Hospitality, Medical Location: LATAM / South Africa Job Status: Full Time Work Schedule: Monday to Friday CST 7:30 AM to 4:30 PM (Extra hours available) Operational Coverage: Operational coverage spanning roughly 7:00 AM to 7:00 PM Central Time (CT). Flexibility to cover rotating or split shifts to maintain 80 hours/week coverage across a two-person team is highly valued. Compensation: $8 to $10 per hour + Commissions Target Start Date: ASAP Role Overview: About the Client: The client is a wellness and regenerative health company focused on helping individuals find alternative solutions for chronic health concerns through personalized care and advanced therapies. Their team emphasizes compassion, hospitality, education, and a high touch client experience from the very first interaction. The business operates extended hours throughout the week and is rapidly growing, creating opportunities for team members who are proactive, customer focused, and eager to become deeply integrated into the company culture and mission. About the Role: The client is seeking a Patient Intake & Appointment Coordinator to serve as the first point of contact for potential patients and leads. This person will handle inbound calls, guide prospects through the consultation process, collect and organize lead information, schedule appointments, and provide a warm and professional experience that reflects the company’s values. The ideal candidate is highly empathetic, confident on the phone, organized, and motivated to actively follow up with leads throughout their journey to help improve conversions and client engagement. Key Responsibilities: Patient Intake & Lead Coordination Answer inbound calls from prospective patients and leads in a professional and compassionate manner Gather and document lead information including name, phone number, email, and reason for inquiry Enter and maintain accurate information within the CRM system Guide leads toward booking discovery calls or in person consultations Send intake forms and questionnaires as needed Appointment Scheduling & Follow Up Schedule consultations and discovery calls using MindBody Monitor appointment attendance and follow up with missed consultations to reschedule when appropriate Maintain communication with leads after consultations to answer questions and encourage continued engagement Track lead progress and maintain organized records throughout the client journey Customer Experience & Communication Provide a welcoming, concierge style experience for every caller Demonstrate empathy and professionalism while discussing sensitive health related concerns Explain the client’s services at a high level without offering medical advice or diagnoses Escalate or transfer calls to the appropriate team members when needed Participate in daily team meetings and collaborate closely with internal staff Administrative & Operational Support Utilize MindBody and other digital tools to manage schedules and client information Assist with CRM updates, communication tracking, and workflow organization Use AI tools such as Claude or similar platforms to improve productivity and operational efficiency when applicable Continuously learn about the client’s services, processes, and philosophy to better support prospective patients Qualifications & Skills Must Have: Previous experience in hospitality, concierge services, customer service, appointment setting, or front desk coordination Excellent verbal and written communication skills in both English and Spanish Strong phone etiquette with the ability to build rapport quickly Experience handling inbound calls and lead follow up Comfortable learning and using CRM systems and scheduling softwar e High level of organization and attention to detail Ability to work full time during Central Time business hours Reliable internet connection and quiet remote work environment Preferred: Experience working in wellness, healthcare, medical, or regenerative health environments Familiarity with MindBody or similar scheduling platforms Experience with outbound follow up or sales support Knowledge or experience using AI tools such as Claude Experience supporting fast paced, client focused teams Personality Traits: Compassionate and empathetic communicator Sense of urgency and strong follow through Proactive and self motivated learner Inquisitive and solution oriented mindset Professional, dependable, and team oriented Adaptable and comfortable in a growing environment Passionate about delivering an exceptional customer experience Submit your application today and take the first step toward your next great opportunity!