Healthcare VA: Lead Conversion, Recruiting & Community Outreach

About Second Wind Postpartum Care Second Wind Postpartum Care is an RN-led, in-home postpartum recovery company launching across North Carolina markets. We provide personalized postpartum recovery planning, RN-led wellness assessments, newborn assistance, light meal preparation, education, emotional support, and protected rest. Our mission is rooted in the belief that mothers deserve recovery—not just survival. The Position We are seeking a polished, compassionate, proactive Healthcare Virtual Assistant to support client conversion, CRM management, healthcare recruiting, partnership coordination, and community outreach. This is not a medical billing position, and it is not a cold-calling lead-generation position. We already receive inquiries through our website, giveaways, referral partners, and community outreach. We need someone who can organize each inquiry, follow our exact workflow, communicate warmly with mothers, and help convert founder-approved inquiries into paid reservations. The ideal candidate has experience in healthcare administration, patient coordination, client intake, warm lead follow-up, customer success, healthcare recruiting, community outreach, or a service-based healthcare or wellness business. Client Inquiry and Reservation Workflow The selected VA must follow this exact process: 1. A mother submits an inquiry. 2. The VA organizes the inquiry inside our CRM and notifies the founder that it is awaiting review. 3. The founder personally reviews and approves, declines, or requests additional information. The VA does not approve clients. 4. After founder approval, the VA sends the official approval communication and correct reservation deposit link. 5. The VA follows up compassionately with the approved mother until she pays, declines, requests a later follow-up, or is moved into a longer-term nurture stage. 6. After the deposit is received, the VA confirms the reservation, updates the CRM, and schedules the planning call. 7. The VA continues managing reminders, documentation, and approved onboarding steps. The planning call is scheduled after the reservation deposit is received—not before. Client Conversion Responsibilities • Monitor and organize new website inquiries, referrals, and giveaway leads • Notify the founder when an inquiry is ready for review • Send approved communications and reservation links after founder approval • Follow up by phone, email, and text using company-approved scripts • Build trust through warm, polished, empathetic communication • Follow up with approved mothers who have not paid their reservation deposit • Re-engage approved inquiries who stopped responding • Schedule planning calls after deposits are received • Send confirmations, reminders, and approved onboarding communications • Document every call, text, email, concern, objection, payment status, follow-up date, and next action • Escalate clinical, safety, staffing, complaint, pricing, and policy questions to company leadership The VA may not approve clients, provide clinical advice, change pricing, negotiate policies, or promise staffing or care availability. CRM and Administrative Support • Manage leads inside Second Wind Connect, our CRM • Maintain accurate stages, notes, tags, tasks, payment statuses, and follow-up dates • Ensure every active inquiry has a documented next step • Monitor, referral codes, email and SMS notifications, and payment status • Manage scheduling, calendars, reminders, spreadsheets, documents, and trackers • Help organize and document administrative workflows and standard operating procedures • Prepare weekly reports showing inquiries, approvals, deposit links sent, paid reservations, planning calls, inactive leads, recruiting activity, and outreach activity Healthcare Recruiting • Source RNs with postpartum, women’s health, maternal-child, newborn, home-health, public-health, or community-care experience • Source postpartum support specialists, including CNAs, PCAs, doulas, nursing students, and experienced newborn-care professionals • Search approved job boards, LinkedIn, nursing communities, schools, professional groups, and local resources • Conduct initial nonclinical outreach and prescreening using approved questions • Screen for location, availability, experience, transportation, and general interest • Schedule interviews with company leadership • Follow up with candidates and track requested documents • Maintain candidate pipelines by role and North Carolina territory The VA will not make clinical hiring decisions, independently approve credentials, determine clinical competency, or assign team members to clients. Community Outreach and Partnership Coordination This is a remote outreach and coordination role. The VA will not be expected to attend North Carolina events in person. Responsibilities may include: • Researching pregnancy, parenting, maternal-health, baby, church, boutique, wellness, and community events in Fayetteville, Raleigh, the Triangle, Sandhills, Charlotte, Wilmington, and other approved markets • Identifying OB-GYN practices, pediatric offices, therapists, chiropractors, lactation professionals, doulas, photographers, baby boutiques, parenting organizations, churches, nursing programs, and community organizations that align with our brand • Building accurate outreach contact lists • Sending approved introductory and follow-up emails • Making professional outreach calls using company-approved scripts • Asking about vendor opportunities, referral relationships, material placement, speaking opportunities, community events, and appropriate partnerships • Following up with potential referral and community partners • Maintaining the partnership and community-outreach pipeline • Tracking contact dates, responses, referral codes, opportunities, deadlines, event dates, and next steps • Organizing digital referral materials and coordinating requests for printed materials • Assisting with giveaway, event, and partner follow-up • Preparing a weekly report of outreach completed, responses received, meetings scheduled, and opportunities identified Qualifications • Excellent written and spoken English • Warm, confident, professional phone presence • Experience with warm lead conversion, client intake, appointment setting, customer success, or patient coordination • Experience managing leads and follow-up tasks inside a CRM • Strong organization, research, documentation, and follow-through • Comfortable making outbound calls to warm leads, healthcare candidates, and potential community partners • Able to follow scripts, workflows, escalation rules, and confidentiality requirements • Reliable internet and a quiet environment for calls • Some availability during Eastern Time business hours Preferred Experience • Healthcare administration or patient coordination • Healthcare recruiting or candidate sourcing • Maternal health, women’s health, home care, newborn care, doula services, mental health, concierge care, or wellness • Community outreach, provider relations, partnership development, or referral coordination • Jotform, Square, Mailchimp, Google Workspace, Canva, spreadsheets, calendars, and CRM platforms Schedule We expect to begin with a small paid trial. The selected candidate will initially work approximately 10 hours per week. Hours may increase based on performance, client volume, and company growth. How to Apply Begin your proposal with the exact words: “Every Mother Deserves a Second Wind” Please include: 1. Your healthcare, lead-conversion, recruiting, or community-outreach experience. 2. An example of how you converted an interested lead into a paying client. 3. Your experience sourcing healthcare candidates. 4. Your experience contacting community organizations or referral partners. 5. The CRM, scheduling, email-marketing, spreadsheet, and Canva tools you have used. 6. Your hourly rate and availability during Eastern Time business hours. 7. A link to a 60–90 second voice recording introducing yourself and explaining why you would be a strong fit for a maternal-health company. Applications that do not follow these instructions may not be considered.