Employment Type: Full-time
Work Schedule: 8:30 AM – 5:30 PM (Central Standard Time)

Job Overview

The Appointment Setter is responsible for coordinating and managing client appointments for the client. This role ensures accurate scheduling, timely confirmations, and professional handling of inbound inquiries while maintaining up-to-date records across multiple systems. Spanish-English bilingual proficiency is required to effectively support a diverse client base.

Key Responsibilities:

Appointment Scheduling

• Schedule and coordinate client appointments using Ensora Health (TheraNest), including updating session details and assigning therapists.

• Enter and maintain accurate client information, including contact details, referral types, and session specifics.

• Communicate appointment details through scheduling emails and TheraNest text reminders.

• Update MyCase and PIDB with confirmed session information and convert leads into active cases as required.

Confirmation & Follow-Up

• Conduct afternoon confirmation calls for next-day appointments using approved scripts.

• Organize and manage call lists by language and maintain clear, detailed call notes.

Inbound Call Management

• Professionally handle inbound calls related to:

  • Appointment changes or cancellations

  • Treatment status inquiries from law firms or clinics

  • Medical records requests

  • Subpoena-related questions

• Accurately document all interactions and escalate issues following established procedures.

Requirements

• Fluency in English and Spanish
  
  

• Proven experience in appointment scheduling, administrative support, or client coordination, preferably in a healthcare, legal, or counseling environment.

• Hands-on experience with scheduling or case management systems (TheraNest/Ensora Health, MyCase, or similar platforms preferred).

• Strong phone and email communication skills with a professional and empathetic approach.

• Excellent attention to detail and ability to maintain accurate records across multiple systems.

• Ability to manage high call volumes, prioritize tasks, and meet deadlines in a fast-paced environment.

• Strong organizational and time-management skills.

• Comfortable handling confidential and sensitive information in compliance with privacy standards.

• Ability to follow scripts, processes, and escalation protocols consistently.

Independent Contractor Perks

• HMO Coverage in eligible locations

• Permanent work from home

• Immediate hiring

 

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