New Patient Coordinator

About the Role

We’re seeking a part-time Client Engagement & Intake Specialist to handle inbound inquiries (primarily via SMS) and occasionally scheduled phone consultations. Unlike a typical call-center role, our focus is on building trust with prospective clients by asking thoughtful questions, understanding their needs, and guiding them toward the next step in their journey.

You’ll work in a flexible, on-call capacity throughout the day, ready to respond promptly when leads appear. During slower periods, you won’t have calls or messages to handle, but you must remain available to engage new inquiries as soon as possible. This is an excellent opportunity for someone who is curious, empathetic, and comfortable discussing health and wellness topics in a consultative manner.

If you are looking for a part-time role on top of our existing commitments, we are also interesting in speaking with you.

Key Responsibilities

• Prompt Lead Response: Monitor and respond to incoming SMS inquiries in a timely and professional manner.
• Consultative Conversations: Ask relevant, open-ended questions (e.g., about health goals, past treatments) to understand each individual’s situation and comfort level.
• Scheduling: Coordinate phone consultations via Calendly (or similar tools) if a lead requests a more in-depth phone conversation.
• Intake & Documentation: Accurately capture important details in our CRM and scheduling platforms (training provided)
• Relationship Building: Demonstrate empathy and genuine curiosity, ensuring potential clients feel heard and supported—rather than rushed.
• Follow-Up: Engage in brief, personalized follow-ups if leads need additional information or a nudge to schedule an appointment.

Qualifications

• Strong Communication Skills: Excellent written communication for SMS outreach, plus clear verbal communication when handling scheduled calls.
• Curiosity & Empathy: A genuine interest in understanding each individual’s background, goals, and concerns.
• Tech-Savvy: Comfortable learning new platforms; prior experience with CRMs, telehealth software, or scheduling tools is a plus (we provide full training in Go High Level and DrChrono).
• Excel experience: We want to make sure you are familiar with basic setups on excel if requested.
• Healthcare/Wellness Interest: Familiarity or enthusiasm for medical or wellness services (e.g., telehealth, chiropractic, physical therapy, concierge medicine) is beneficial.
• Reliable Availability: Able to quickly respond to leads throughout the day, even if messages/calls are sporadic.
• Attention to Detail: Meticulous in taking notes, updating systems, and following privacy guidelines.

Working Conditions

• Location: This is a remote, part-time position.
• Hours: Flexible schedule but must be available to respond rapidly to inbound leads as they arise. Most leads will be on East Coast Hours (estimated 16:00 to 24:00 GMT).
• Compensation: Competitive part-time base salary.