Manage client scheduling and support seamless consultations as a key part of the admissions process. In this fully remote role, you’ll coordinate directly with clients and Health Advisors to maintain accurate calendars, confirm appointments, and ensure all pre-consultation requirements are met ahead of time.
Key Responsibilities
- Monitor and adjust Health Advisor calendars to reflect accurate timing, time zones, and appointment details.
- Resolve scheduling conflicts, reschedule when needed, and safeguard advisor availability by addressing issues in advance.
- Verify that clients complete required steps before consultations, including form submissions and registration.
- Identify missing information or unprepared appointments and take action to resolve gaps promptly.
- Communicate essential requirements clearly so clients understand what’s needed to move forward.
- Conduct brief initial conversations to capture client concerns, motivations, and goals—without diagnosing or advising.
- Record insights in the CRM so Health Advisors enter each consultation informed and prepared.
- Reach out via text, phone, and email to confirm attendance, clarify expectations, and ease client concerns.
- Reinforce the advisor’s role and expertise to build client confidence before the session.
- Reduce no-shows through timely follow-up and clear communication, especially within 48 hours of scheduled appointments.
- Collaborate with Priority Call Specialists on unresponsive or high-risk cases requiring urgent outreach.
- Maintain detailed, up-to-date records in HubSpot and other systems, tracking appointment status and client readiness.
- Act as a liaison between Advisors, Admissions, and Operations teams to ensure alignment and continuity.
- Follow established workflows and tools to support consistency, compliance, and effective client management.
What You Bring
- Excellent organizational skills with a focus on accuracy and follow-through.
- Ability to collect and document client details professionally and efficiently.
- Clear, confident communication style—warm and direct, whether texting or calling.
- Experience with CRM platforms and digital communication tools is a plus.
- Familiarity with scheduling coordination or client support roles is beneficial but not required.
This role requires consistent attention to detail, a proactive mindset, and a commitment to maintaining smooth operations. Your work directly supports client engagement and helps protect the integrity of the consultation process.
