Human P.T Virtual Assistant / Patient Coordinator for Holistic Chiropractic Office (Spanish/English)

About Us The Art of Health and Healing is a growing holistic chiropractic practice dedicated to helping people improve their function, health, and quality of life through nervous system-focused chiropractic care. We believe in educating, empowering, and guiding patients toward lasting results rather than simply managing symptoms. We are looking for a compassionate, confident, and highly organized Virtual Assistant / Patient Coordinator to become an important part of our patient experience. This role is ideal for someone who genuinely enjoys helping people, communicates exceptionally well, and can confidently guide prospective patients through the scheduling and onboarding process. ⸻ Position Summary We are seeking a part-time Virtual Assistant who can speak both English and Spanish will manage inbound and outbound patient communications, respond to new leads, qualify prospective patients, schedule appointments, and assist with patient onboarding through our GoHighLevel CRM system. The ideal candidate understands how to build trust, communicate with empathy, answer common healthcare and insurance questions, and help prospective patients take action toward improving their health. Experience in chiropractic, holistic healthcare, wellness, functional medicine, physical therapy, or a related healthcare field is highly preferred. ⸻ Responsibilities Lead Follow-Up & Patient Communication * Make outbound calls to prospective new patients who have expressed interest in our services * Answer inbound calls, texts, and messages from prospective patients * Respond promptly to leads generated through social media, website inquiries, and marketing campaigns * Build rapport and establish trust with prospective patients * Educate prospective patients on our services and approach to care Patient Qualification & Scheduling * Qualify prospective patients based on office criteria * Identify patient goals, concerns, and motivations for seeking care * Address common objections and concerns professionally * Schedule new patient consultations and examinations * Confirm appointments and maintain scheduling accuracy Payment & Administrative Tasks * Securely collect payment information and enter it into our system * Process deposits or appointment reservations when appropriate * Maintain accurate patient records within GoHighLevel * Document conversations and update lead status * Track follow-up tasks and patient communication Insurance & Financial Communication * Answer basic insurance-related questions * Explain our office procedures and payment options clearly * Help patients understand next steps regarding benefits and coverage * Escalate complex insurance questions when necessary CRM Management * Work within GoHighLevel daily * Update pipelines, workflows, tags, notes, and lead status * Ensure leads are properly tracked and followed up with * Assist with appointment reminders and patient communications ⸻ What We’re Looking For Required Qualifications * Excellent verbal and written English/Spanish communication skills * Previous experience in customer service, sales, appointment setting, or patient coordination * Comfortable making outbound phone calls * Strong listening and relationship-building skills * Highly organized and detail-oriented * Reliable internet connection and professional work environment * Ability to work independently and follow systems Preferred Qualifications * Experience working in a chiropractic office * Experience working in a holistic, wellness, functional medicine, physical therapy, or healthcare setting * Familiarity with GoHighLevel CRM * Understanding of chiropractic philosophy and wellness care * Experience handling patient scheduling and onboarding * Knowledge of insurance verification and patient financial discussions ⸻ Ideal Candidate The ideal candidate is: * Warm, personable, and compassionate * Confident on the phone * Able to build trust quickly * Comfortable guiding people toward making decisions about their health * Professional without sounding scripted * Coachable and receptive to feedback * Passionate about holistic health and wellness * Able to communicate the value of care without being pushy * Comfortable discussing financial commitments and collecting payment information * Proactive and solution-oriented ⸻ Success in This Role Looks Like * New leads are contacted quickly and consistently * Prospective patients feel heard, understood, and cared for * High conversion rate from inquiry to scheduled appointment * Accurate CRM documentation * Strong appointment show rates * Professional patient experience from first contact through onboarding ⸻ Hours & Compensation Position Type: Part-Time Hours: Approximately 10–20 hours per week to start, with potential for growth Compensation: Please include your hourly rate and relevant experience when applying. ⸻ To Apply Please submit: 1. A brief introduction about yourself 2. Your healthcare, chiropractic, or wellness-related experience 3. Experience with GoHighLevel or similar CRM platforms 4. Experience handling inbound and outbound calls 5. A short audio recording (2–3 minutes) introducing yourself and explaining why you’d be a great fit for this position 6. Your availability and time zone We are looking for someone who can become a long-term member of our team and genuinely cares about helping people improve their health and quality of life.