Admissions Coordinator - Outbound Calling Appointment Setter

Outbound Admissions Coordinator

The Outbound Admissions Coordinator serves as a dedicated assistant to the Health Advisors, providing high-level operational and client support throughout the admissions and consultation process. This is a client-facing role responsible for calendar management, client preparedness, and maintaining seamless communication flow between clients and Health Advisors. You will focus on high volume phone calls, confirming appointments, and calendar management.

The Outbound Admissions Coordinator ensures that clients are properly scheduled, qualified, emotionally prepared, and fully equipped prior to meeting with their Health Advisor. By managing logistics, reinforcing confidence in the advisor, and gathering early-stage client insights, this role allows Health Advisors to focus fully on delivering high-quality consultations.

While the Outbound Admissions Coordinator does not diagnose or provide medical advice, they play a critical role in preparation, coordination, and continuity of care. Through proactive communication, CRM management, and close collaboration with the Health Advisors, this position ensures that each client arrives prepared, confident, and supported and that advisors have the necessary information to conduct impactful, efficient consultations.

Key Responsibilities

1. Calendar & Booking Management

• Actively monitor Health Advisor calendars to ensure appointments are accurately scheduled, confirmed, and balanced.
• Review upcoming consultations for correct timing, time zones, appointment type, and attendee details.
• Proactively reorganize, reschedule, or adjust bookings when conflicts, missing requirements, or client availability issues arise.
• Protect Health Advisor time by resolving scheduling issues ahead of appointments whenever possible.

2. Client Readiness & Non-Negotiables

• Confirm that all required pre-appointment steps are completed prior to the Health Advisor session.
• Identify missing forms, incomplete registrations, or readiness gaps and take timely action to resolve them.
• Clearly communicate non-negotiable requirements needed for a consultation to proceed.
• Flag unqualified or unprepared appointments and coordinate next steps with the appropriate teams.

3. Light Pain Discovery & Client Context (Level 12)

• Conduct light, early-stage pain discovery to understand the client's primary concerns, motivations, and goals at a high level.
• Capture surface-level symptoms, frustrations, and desired outcomes without diagnosing or advising.
• Document relevant insights clearly in the CRM so Health Advisors have meaningful context prior to the call.
• Help ensure Health Advisors are not walking into consultations "cold."

4. Client Communication, Confidence Building & Advisor Edification

• Communicate with clients via text, phone, and email to confirm attendance, readiness, and expectations.
• Help clients feel at ease by explaining what to expect during their consultation.
• Edify the assigned Health Advisor by reinforcing their role, expertise, and ability to guide the client, building trust and confidence before the appointment.
• Reduce last-minute cancellations and no-shows through timely follow-up, reassurance, and clarity.

5. Health Advisor Support & Ongoing Communication

• Maintain frequent, clear communication with Health Advisors regarding client readiness, scheduling changes, and key insights.
• Assist Health Advisors with client management matters by ensuring accurate information, notes, and follow-ups are in place.
• Serve as a communication bridge between Advisors, Admissions, and Operations to ensure continuity and alignment.

6. Systems, CRM & Communication Proficiency

• Maintain accurate, detailed notes in HubSpot and related systems.
• Track appointment status, confirmations, changes, and client readiness indicators.
• Demonstrate strong proficiency in texting, calling, and CRM management, ensuring all client interactions are documented properly.
• Use approved communication tools and workflows to support consistency and compliance.

7. Show Rate Protection & Escalation

• Identify and flag non-responsive or high-risk appointments as PRIORITY for phone follow-up.
• Work closely with the Priority Call Specialist to ensure urgent outreach is completed promptly.
• Proactively address potential no-shows within the next 48 hours.
• Maintain a revenue-protection mindset when managing readiness and scheduling.

Success Indicators

• Clients arrive prepared, informed, and confident for their consultation
• Health Advisors feel supported and well-informed prior to each call
• Minimal same-day cancellations or scheduling disruptions
• Accurate, timely CRM documentation
• Strong calendar integrity and proactive issue resolution

Qualifications

• Strong organizational and time-management skills
• Experience in client coordination, scheduling, or support roles preferred
• Comfort working in CRM systems and digital communication tools
• Confident, warm, and professional communication style
• High attention to detail and follow-through
• Ability to gather and document client information without advising or diagnosing

Work Expectations

• Fully remote role requiring reliable internet and a quiet work environment
• Availability during assigned shift coverage 9am-5pm ET Monday-Friday
• Consistent adherence to workflows, deadlines, and communication standards
• Participation in weekly check-ins and operational reviews

Compensation: $18 per hour plus $25 per "Close" On-Target Earnings (OTE): Potential total compensation between $65,000 $85,000 annually

Schedule: Full-Time (40 hours/week) Monday-Friday 9am-5pm EST

Why Join Us?

• Be part of a company that is transforming lives and empowering people to take control of their health.
• Work with a team that is aligned, purpose-driven, and committed to making a real impact.
• Competitive salary and benefits package.
• PTO and paid company holidays.
• Health, Dental, Vision, Life Insurance options.
• Opportunities for professional growth and career advancement.
• Remote work environment.