The Outbound Admissions Coordinator is a remote, client-facing role at Pompa Program, responsible for supporting Health Advisors by managing calendars, confirming appointments, and ensuring clients are prepared and confident before consultations. This position emphasizes high-volume calling, CRM documentation, and seamless communication to reduce cancellations and support a smooth admissions process.
What You'll Do
- 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.
- 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.
- 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.”
- 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.
- 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.
- 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.
- 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.
What We're Looking For
- Strong organizational and time-management skills
- 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
Nice to Have
- Experience in client coordination, scheduling, or support roles
- Comfort working in CRM systems and digital communication tools
Technical Stack
- HubSpot
- CRM systems
- Texting platforms
- Calling systems
- Digital communication tools
Team & Environment
- Over 300 team members nationwide
- Remote team with Health Advisors, Admissions, and Operations
Benefits & Compensation
- 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
Compensation: $18 per hour plus $25 per "Close". On-Target Earnings (OTE): Potential total compensation between $65,000 – $85,000 annually.
Work Mode
- Full-Time (40 hours/week) Monday-Friday 9am-5pm EST
- Remote locations: AZ, CT, FL, GA, ID, IN, KY, ME, MI, MN, MO, NC, NE, NM, OH, OK, SC, TN, TX, UT, VA, WY
Pompa Program is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.