Behavioral Health Appointment Setter

Job Title: Behavioral Health Appointment Setter
Position Type: Full-Time
Work Hours:

• Monday – Friday: 10:00 AM – 8:00 PM CDT
• Saturday: 10:00 AM – 4:00 PM CDT

Salary: $5-$7 per hour (depending on experience)
Workplace: Remote
Preferred Candidate Location: Philippines, Latin America

About the Role

Our client is looking for a Behavioral Health Appointment Setter whose primary responsibility is to fill provider schedules through outbound patient outreach. This is not a general Virtual Assistant role.

The practice is currently 40–50 patients short of its weekly scheduling goals, making this role critical to the clinic's growth and provider productivity. The ideal candidate thrives in a metrics-driven environment, enjoys speaking with patients, and has the confidence to guide conversations that result in booked appointments.

We're looking for someone with experience in behavioral health, a strong sales or appointment-setting background, and the ability to overcome objections while building rapport with patients. Success in this role is measured by appointment conversions, provider schedule utilization, and achieving weekly scheduling KPIs.

Key Responsibilities

• Make high-volume outbound calls to prospective, existing, and inactive patients to schedule behavioral health appointments.
• Convert inquiries and patient leads into confirmed appointments to maximize provider schedules.
• Meet daily and weekly appointment-setting KPIs and conversion goals.
• Re-engage inactive patients and follow up with no-shows, referrals, and missed opportunities.
• Handle patient objections professionally and confidently encourage appointment scheduling.
• Respond promptly to new patient inquiries and maintain consistent follow-up communication.
• Accurately document all patient interactions, call outcomes, and appointment details within the EMR.
• Coordinate with providers and the internal team to optimize appointment availability.
• Participate in daily team meetings and provide updates on scheduling performance and outreach efforts.

Performance Goals

• Help close the current gap of 40–50 patients below weekly scheduling targets.
• Consistently fill provider schedules with qualified patient appointments.
• Maintain strong appointment conversion and outbound call metrics.
• Reduce appointment gaps and improve provider utilization through proactive outreach.

Requirements

Required Qualifications

• Minimum of 2 years of outbound appointment setting, patient scheduling, or healthcare sales experience.
• Previous experience working in a behavioral health or mental health practice.
• Proven sales experience with the ability to convert leads into scheduled appointments.
• Strong objection-handling and relationship-building skills.
• Excellent verbal and written English communication skills with a confident, professional phone presence.
• Comfortable working in a KPI-driven environment with daily outbound call expectations.
• Highly organized with strong attention to detail and documentation accuracy.
• Self-motivated, dependable, and able to work independently.

Candidates with hands-on experience using the following platforms will be highly preferred:

• Valant EMR
• Zocdoc
• RingCentral

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.