Bilingual Appointment Setter & Administrative Assistant for Clinic

We are seeking a highly organized and proactive Appointment Setter and Administrative Assistant to join our clinic. This role is crucial for managing our lead pipeline, ensuring timely communication with patients, and providing essential administrative support to maintain efficient clinic operations. The ideal candidate will be bilingual in English and Spanish and possess excellent communication and organizational skills.

Duties and Responsibilities:

Lead Response & Communication:
- Call new leads within 5 minutes of inquiry to ensure prompt engagement.
- Answer inbound calls within 3 rings and respond to all inbound communications (calls, messages) within 15 minutes.
- Handle calls and messages proficiently in both English and Spanish, accurately documenting all notes in English.
- Ensure all patient conversations are fully resolved and documented by the end of each shift.

Lead Qualification & Pipeline Management:
- Conduct initial patient screenings using standardized criteria (training will be provided).
- Accurately move leads through the scheduling pipeline and monitor their status until an appointment is confirmed or the lead is closed.
- Document all communications clearly and concisely in English.
- Manage lost or inactive leads, implementing appropriate follow-up procedures and documentation.

Data & Record Management:
- Collect and update complete patient contact information, ensuring accuracy.
- Maintain accurate, duplicate-free records within our system.
- Keep lead and appointment statuses current at all times to reflect real-time information.

Appointment Scheduling:
- Schedule patients into the correct appointment slots according to established office guidelines.
- Follow standardized registration and documentation procedures for all appointments.
- Coordinate effectively with clinic staff to adjust or freeze appointment slots as needed.

Administrative Support:
- Assist with filing, record upkeep, and general document organization.
- Accurately enter patient data into various logs, trackers, and internal systems.
- Prepare appointment packets or other necessary visit materials for patients.
- Support outreach activities by updating contact lists, flyers, or digital postings.
- Assist with meeting preparation, including drafting agendas, taking notes, and managing follow-up actions.
- Provide general clerical support such as scanning, faxing, and copying.

Internal Meetings & Communication:
- Participate actively in daily team huddles (conducted in English).
- Attend weekly performance reviews with the supervisor to discuss progress and areas for improvement.
- Respond to internal Teams chats within 2 minutes during working shifts.
- Be on camera during remote work hours, if applicable, to foster team connection.

Daily Reporting
- Send end-of-shift email to supervisor in English including:
- Pipeline and appointment updates
- Lost leads (count + reasons)
- Confirmations/reschedules
- Summary of admin tasks completed

Qualifications
-Bilingual (English and Spanish) — must speak and write excellent English.
- Prior experience in healthcare scheduling, call center, or administrative support preferred.
- Strong organizational skills and ability to balance multiple priorities.
- Excellent written and verbal communication in English.
- Proficient with CRM platforms, Microsoft Teams, and Microsoft Office/Excel.
- Detail-oriented, reliable, and comfortable following structured processes.