RESPONSIBILITIES
Respond to new leads fast (call, text, email) and follow up until they book or close. No lead falls through the cracks.
Qualify leads, run the 15-minute qualifying consult, and book sessions with the right provider.
Manage the CRM (GoHighLevel) daily: pipeline stages, notes, tags, lead source, status after every interaction.
Book and reschedule sessions same-day when possible. Manage a complex recurring calendar with no double-bookings.
Confirm appointments and reduce no-shows with reminders and follow-up.
Onboard new therapy and coaching clients from closed/won to fully active and scheduled.
Run insurance workflows: verification, eligibility, prior authorizations, and working denied claims to resolution.
Keep the CRM and EHR (TheraNest) clean, current, and accurate.
Handle client support: reschedules, cancellations, questions, paperwork follow-up.
Clear email, texts, and voicemails daily. Nothing waits longer than 12 hours.
REQUIREMENTS (must already have)
Fluent, clear English, written and spoken. Comfortable on client calls.
Hands-on CRM experience (GoHighLevel a strong plus): automations, calendar, calls, spotting when something breaks.
Hands-on EHR experience (TheraNest or similar).
Real insurance experience: verification, eligibility, prior authorizations, denied claims.
Advanced Excel and comfortable in Word.
Able to manage a complex calendar: recurring sessions, reschedules, multiple providers, daylight-savings and time-zone changes, five-week months, holiday weeks.
Speed-to-lead discipline and daily task-system follow-through.
Available 8 AM to 5 PM Pacific Time, full-time. Reliable internet and power.
Can SHOW your work: prove real hands-on experience in BOTH an EHR and a CRM by screen-share or screenshots. Claiming it is not enough.
Background in a therapy practice, medical office, or clinical scheduling.
Experience enrolling a practice in new insurance panels (paneling and credentialing).
Experience reducing no-shows and managing recurring scheduling at scale.
