This is a remote position.
Virtual Rockstar is hiring a full-time Appointment Setter & Patient Intake Specialist on behalf of our client, a growing outpatient physical therapy practice located in North Carolina.
This role is critical to the clinic’s growth and daily operations. The ideal candidate will serve as the first point of contact for new patient inquiries and referrals, ensuring that incoming leads are responded to quickly, scheduled efficiently, and guided through the intake process.
This is not a passive administrative role. The position requires strong phone communication skills, a patient-focused mindset, and the ability to confidently guide conversations toward scheduling evaluations and reducing no-shows.
About Our Client
Our client is a growing outpatient physical therapy practice committed to delivering high-quality, individualized care and strong clinical outcomes. The clinic treats patients with orthopedic, sports, neurologic, post-surgical, chronic pain, and personal injury conditions.
The team takes pride in maintaining a professional, organized operation while building strong relationships with physicians, attorneys, and referral sources in the community. Their culture emphasizes accountability, strong systems, and exceptional patient experience.
Responsibilities
Appointment Setting & Lead Conversion
Respond quickly to inbound patient inquiries via phone, text, and email
Convert incoming leads into scheduled patient evaluations
Contact website leads, physician referrals, and marketing inquiries
Educate prospective patients on how physical therapy can help address their condition
Guide conversations toward booking evaluations or appropriate screening calls
Handle patient objections professionally and confidently
Follow a structured follow-up cadence to ensure no opportunities are lost
Confirm scheduled appointments and help reduce no-show rates
Patient Intake & Documentation
Manage new patient intake workflows and documentation
Enter and maintain patient information accurately within the EMR
Ensure patient records remain organized and up to date
Monitor clinic email inbox and respond to patient communication
Document all interactions clearly and accurately within the system
Referral Management
Contact physician-referred patients promptly to schedule evaluations
Track and document referral sources accurately
Support intake for personal injury cases and capture relevant information (attorneys, adjusters, etc.)
Maintain professional communication with referring providers and partners
Patient Reactivation & Outreach
Work through lost patient logs to reconnect with previous patients
Reactivate discharged patients who may benefit from continued care
Reach out to patients who have met deductibles or may benefit from follow-up services
Support reactivation campaigns and outreach initiatives
Scheduling & Administrative Support
Manage appointment calendars and schedule patient evaluations
Send appointment reminders and confirmations
Respond to patient inquiries via phone and email
Maintain waitlists and help fill scheduling gaps
Coordinate schedules with clinical staff to optimize provider availability
Tools & Systems
The practice currently uses:
Candidates should be comfortable working across multiple systems while communicating with patients.
Requirements
Prior experience in appointment setting, patient intake, medical front desk, or lead conversion roles
Strong phone presence with clear and professional English communication
Experience working in healthcare, physical therapy, or medical administration preferred
Ability to explain healthcare services clearly and confidently
Strong organizational and documentation skills
Comfortable multitasking across scheduling, CRM, and EMR systems
Ability to work independently while maintaining accountability for results
Top Non-Negotiables
Candidates must demonstrate:
Strong objection-handling skills when speaking with prospective patients
Ability to confidently explain how physical therapy can help patients
Professional communication, honesty, and reliability
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.
