Job Title: Patient Care & Sales Coordinator | Wellness Clinic

Position Type: Part-Time

Schedule: Monday to Friday, 9:00 AM – 1:00 PM EDT

Workplace: Remote

Salary: $5 - $6 per hour

Job Code: AA-R

Preferred Candidate Location: Philippines

About the Company

Our client is a wellness clinic offering personalized IV therapy, aesthetic treatments, and restorative wellness services. The clinic serves patients through its locations in West Chester, Pennsylvania, and Ardmore, Pennsylvania, with a focus on delivering quality care and exceptional patient experiences.

Responsibilities

1. Phone Management & Patient Support

Answer and manage inbound calls across both clinic locations
Serve as the primary point of contact for patient inquiries
Provide professional, friendly, and personalized support to patients
Assist patients with questions regarding services, appointments, and clinic information

2. Patient Confirmations & Intake Management

Conduct appointment confirmation and reminder calls
Manage patient intake forms, consent forms, and related documentation
Ensure patient records are complete and up to date

3. Patient Follow-Ups & Reactivations

Follow up with patients after visits
Reach out to inactive patients and encourage them to return for services
Sales/upselling - offering packages, memberships, and add-on services to patients
Conduct outreach campaigns during slower periods to generate appointments

Additional Responsibilities

Schedule, reschedule, and cancel appointments
Business partnership outreach - coordinating with other local businesses to arrange pop-up events and partnerships
Administrative tasks - managing emails and calendar
Executive assistant duties - personal tasks like booking reservations, managing schedules, etc.
Identify opportunities to improve clinic operations and patient experience

Requirements

Experience working in a med spa, wellness clinic, healthcare practice, or similar healthcare environment
Experience handling inbound and outbound calls, appointment scheduling, and patient support in a healthcare setting
Experience with sales, upselling, or recommending services and packages
Experience using Zenoti is preferred; candidates without Zenoti experience must have strong EMR/EHR experience and be able to learn new systems quickly
Strong verbal and written English communication skills
Professional, personable, and patient-focused approach
Sales-oriented with the ability to promote memberships, packages, and add-on services
Familiarity with AI tools and technology
Must be fully dedicated and committed during scheduled working hours
Must be able to work independently and maintain consistent availability

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.

Patient Care & Sales Coordinator | Wellness Clinic