Patient Intake & Appointment Coordinator (Job ID: BILMIC1)

We’re Hiring: Patient Intake & Appointment Coordinator

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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 CoordinationAnswer 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 UpSchedule 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 & CommunicationProvide 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 SupportUtilize 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 software
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!