Medical Virtual Assistant (Appointment Setter)

This is a remote position.

Virtual Rockstar is hiring a full-timeMedical 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