Patient Care Coordinator & Appointment Setter

MEDICAL AESTHETICS | REMOTE

Position: Patient Care Coordinator & Appointment Setter

Location: Remote. International strongly preferred (Latin America: Colombia, Argentina, Costa Rica, Mexico, and similar). US-based candidates considered.

Type: Independent Contractor, full-time

Compensation: Base $2,000 to $3,000 USD/month depending on experience, plus $25 per booked-and-attended appointment

Schedule: Monday to Friday, U.S. business hours (EST/CST aligned), with staggered weekend coverage rotation

Trial Period: 30-day paid trial

Openings: Multiple

ABOUT THE ROLE

We help leading medical spas across the United States grow through paid advertising, AI automation, and patient acquisition systems. Our marketing generates hundreds of qualified patients every day who are interested in treatments like Botox, fillers, weight loss, and more.

You are the friendly voice these patients hear first. Your job is to turn their interest into a booked, attended consultation, quickly, warmly, and consistently.

We are currently serving 13 clients and scaling to 50 within 60 days. This is a ground-floor seat on a team in rapid growth mode, and top performers will have room to move into team lead and management roles.

You are not cold calling strangers. Every person you contact already raised their hand: they clicked an ad, filled out a form, and asked about a treatment. Our current pain point is inconsistency. We need people who are skilled AND reliable, people who show up every single day ready to perform.

WHAT YOU'LL DO

High-Volume Outbound Calling

Make 300+ dials per day using a power dialer system
Contact new leads within 5 minutes of submission (speed to lead is the top priority)
Respond to new Facebook and Instagram leads as they come in
Cycle through older uncontacted leads after clearing all fresh leads
Manage leads for up to 3 clients at once

Appointment Booking

Book qualified consultations for med spa and aesthetics clients
Answer common treatment questions with confidence
Handle objections professionally and warmly
Confirm appointments by text and call, and keep no-show rates low
Target 40+ booked appointments per client per month

Lead Management

Work company-generated leads, no cold prospecting required
Prioritize leads by recency and engagement level
Reactivate previous and dormant leads
Follow structured call scripts while sounding natural, never robotic
Track and report daily KPIs (dials, contacts, appointments booked) in GoHighLevel (GHL)

TREATMENTS YOU'LL DISCUSS

Botox, Dysport, Xeomin, lip filler, facial filler, facial balancing, Radiesse, Sculptra, bio-stimulators, PRP, microneedling, weight loss (GLP-1), IV therapy, chemical peels, facial lasers, laser hair removal, skin tightening, and hormone therapy.

You don't need to be a provider. You simply need enough hands-on experience to confidently answer common patient questions.

WHO YOU ARE

You genuinely enjoy talking with patients about beauty, confidence, and self-care. You know how to make someone feel comfortable without sounding scripted. You build trust quickly, you stay organized, you love the follow-up, and you hate letting a potential patient slip through the cracks.

YOUR FIRST 30 DAYS (TRIAL PERIOD)

This role begins with a paid 30-day trial. It is how we both confirm the fit. During the trial you will:

Learn the power dialer, GHL platform, and call scripts
Understand each client's practice, services, and ideal patient
Demonstrate speed-to-lead discipline (5-minute response time)
Ramp to full dial volume (300+ dials per day) by the end of the trial
Begin booking appointments and tracking your daily KPIs
Show up on time, every shift

Passing the trial: consistent reliability, speed-to-lead discipline, full dial volume, and a steady flow of booked appointments earn you an ongoing contract.

After the Trial

Manage up to 2 client accounts, growing to 3 based on performance
Hit 40+ booked appointments per client per month
Maintain reliability: zero unexcused absences, on time every shift
Grow your earnings through bonus performance

THE KIND OF PERSON WHO THRIVES HERE

This is not a role where you make cold calls to uninterested strangers. Every lead already raised their hand. Your job is to be fast, warm, and helpful.

The people who succeed here care about connecting with patients and show up consistently. If you are skilled but unreliable, this is not the right fit. If you are dependable, high-energy, and you know what it feels like to walk into a med spa, we want to hear from you.

Requirements

REQUIREMENTS (YOU MUST HAVE)

Medical Aesthetic Experience

Minimum one year working inside a:

Medical Spa
Cosmetic Dermatology clinic
Plastic Surgery office
Aesthetic Clinic
Cosmetic Dental office
Weight Loss clinic
Women's Health clinic
Concierge Medical practice

If you have never worked around aesthetic treatments, this position probably is not the right fit.

Fluent English

You must sound natural speaking with American patients. A neutral, highly understandable accent is required, along with strong communication skills.

Performance & Reliability

Comfortable making 300+ dials per day in a fast-paced environment
Reliable and consistent. Showing up on time, every shift, is non-negotiable
Self-motivated and able to work independently from a home office

Tech

Familiarity with GoHighLevel (GHL) or a similar CRM or power dialer (HubSpot, Salesforce, Close, RingCentral, Dialpad, Five9, CallTools)
Your own laptop
Stable high-speed internet (speed test required, see application)

Availability

Monday to Friday, U.S. business hours, EST/CST aligned
Willing to cover staggered weekend shifts (see Schedule)

NICE TO HAVE

Bilingual (Spanish). We serve practices in Miami and Houston with Spanish-speaking patients
Experience with CloseBot, AI chat systems, or high-volume lead follow-up
Familiarity with appointment-setting metrics and KPI tracking
Previous experience with marketing agencies or lead generation companies

SCHEDULE

Core Hours: 9:00 AM to 5:00 PM EST, 5 days per week (40 hours)
Weekend Coverage: approximately 4 hours Saturday plus 4 hours Sunday on a staggered rotation across the team
Rotation Model: some setters work Monday to Friday, others Tuesday to Saturday. Each person gets one to two days off per week
Note: AI voice agents are being rolled out for off-hours coverage, which may reduce weekend hours over time

Benefits

COMPENSATION & BENEFITS

Base Salary: $2,000 to $3,000 USD/month, depending on experience
Performance Bonus: $25 per patient who books and attends their consultation
Paid Training
Leads Provided: all leads are company-generated through paid advertising. You never have to prospect
Growth: join a team scaling from 13 to 50 clients, with a clear path to team lead and management roles

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