Medical Virtual Assistant (Appointment Setter)

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Neurological Rehab Appointment Setter) on behalf of a growing neuro-focused outpatient rehabilitation clinic.

This is a dedicated outbound appointment-setting role focused on building genuine relationships with prospective and past patients through thoughtful, empathetic phone conversations — not transactional cold-calling. The primary goal is to help patients with neurological conditions access care while supporting the clinic’s continued growth.

This role is ideal for someone who is naturally relationship-driven, emotionally resilient, highly organized, and genuinely passionate about helping individuals with neurological conditions such as stroke, traumatic brain injury (TBI), multiple sclerosis (MS), and Parkinson’s disease.

About Our Client

Our client is a specialized outpatient neuro-rehabilitation clinic focused on helping individuals with stroke, traumatic brain injury (TBI), multiple sclerosis (MS), and Parkinson’s disease reclaim function, independence, and quality of life through compassionate, expert care.

Their culture is built around the values of:

Keep Lifeblood Flowing — Be mindful of spending and operate efficiently

Crush the Bare Minimum — Go above and beyond in every interaction

No Jerks Allowed — Work collaboratively and respectfully as a team

Move Fast, Fix Fast — Take action quickly and improve continuously

The team is mission-driven and deeply committed to helping patients who are often underserved or turned away by other clinics. 

Key Responsibilities

Outbound Appointment Setting & Relationship Building

Make outbound calls to Facebook leads, Google leads, and past patients to schedule evaluations and appointments

Conduct thoughtful, relationship-based phone conversations focused on building trust and rapport

Follow up consistently with prospective and past patients without being overly transactional or aggressive

Handle objections empathetically while maintaining professionalism and persistence

Schedule qualified patient evaluations directly onto the clinic calendar

Maintain detailed follow-up tasks and callback commitments within the CRM system

CRM & Documentation Management

Maintain accurate call notes and CRM hygiene within Go High Level (GHL)

Track outreach efforts, follow-up schedules, and patient interactions carefully

Submit detailed end-of-day reports using the provided reporting template

Review call recordings and continuously improve communication and outreach performance

Ensure all patient data and communications remain organized and confidential

Team Collaboration & Workflow Support

Participate in weekly coaching and performance review meetings

Attend team meetings with video on at all times

Communicate consistently with the clinic owner and team through Slack and Loom

Demonstrate initiative, accountability, and willingness to improve through feedback and coaching

Tools & Systems

Go High Level (GHL CRM) — primary daily platform

Stride EMR / Practice Management System

Slack

Google Workspace

Loom

RingCentral

Time-tracking software (required)

Requirements

Experience in appointment setting, patient coordination, outbound calling, or relationship-based sales

Strong English communication skills with a warm, empathetic, and confident phone presence

Highly organized with strong CRM discipline and attention to detail

Ability to work independently and follow through consistently on callback commitments

Comfortable handling rejection and maintaining positive energy throughout the day

Experience using CRM systems such as Go High Level or similar platforms strongly preferred

Healthcare, physical therapy, or neurological rehabilitation experience is a plus

Non-Negotiables

Comfortable using time-tracking software and maintaining accurate daily work logs as part of the team workflow

Reliable internet setup with a professional camera and quality headset for team meetings and coaching sessions

Genuine interest in neurological rehabilitation and supporting patients with conditions such as stroke, TBI, MS, or Parkinson’s disease

Strong relationship-building approach focused on empathy, trust, and meaningful conversations rather than aggressive sales tactics

Benefits

Competitive salary commensurate with experience.

Opportunities for professional development and growth.

Work in a dynamic and supportive team environment.

Make a meaningful impact by helping to build and strengthen families across the Globe