Job Description

We are seeking a warm, high-converting, and sales-focused Patient Intake & Lead Conversion Specialist to own our inbound and outbound lead pipelines. This is a healthcare sales role first and an administrative role second. You will serve as the primary voice of our practice, delivering a unhurried, local, and high-trust experience that turns multi-channel inquiries into booked physical therapy evaluations. The ideal candidate pairs rapid speed-to-lead with deep proficiency in GoHighLevel (GHL) and Prompt EMR to guide Medicare-age patients and family decision-makers smoothly through the intake process.

Core Responsibilities

• Multi-Channel Conversion: Convert prospects from phone, web, Meta ads, physician referrals, Assisted Living Facilities (ALFs), and faxes into confirmed evaluation appointments.

• Speed-to-Lead Engagement: Execute rapid outreach on GoHighLevel (GHL) via phone and text within minutes of receiving incoming leads.
• Consultative Communication: Use a warm, consultative tone with Medicare-age adults and their adult children—actively listening, easing concerns, explaining next steps, and booking visits without sounding like billing or a call center.
• EMR Case Management: Create and update patient cases in Prompt EMR, scheduling initial visits according to clinic rules, provider availability, and facility types (ALF vs. in-clinic).
• Pipeline Integrity: Maintain strict GHL pipeline accuracy by updating lead stages (New, Contacted, Booked, No-Show, Nurture, Lost with stated reason) to eliminate "mystery" leads.
• Benefit Coordination: Conduct initial benefit verifications (supported by the billing team) while keeping insurance details from stalling the booking process.
• Clinic & ALF Coordination: Hand off ready patients smoothly by coordinating schedule conflicts, special needs, and complex cases with the on-site Patient Care Coordinator and ALF directors.
• Smart Booking Tools: Leverage Prompt online scheduling and waitlist features to maximize conversion, offering hands-on phone support for patients who require personalized guidance.

Requirements

Lead conversion background in Physical Therapy, Rehab, Dental, Med-Spa, or Specialty Healthcare clinics.

Experience communicating with Medicare-age adults and adult children managing a parent's care.

Hands-on experience with healthcare VoIP platforms like Weave.

Working knowledge of Direct Access regulations and when to escalate complex insurance queries to billing.

Please note that this is a full-time contractor position (40 hours per week) with a starting pay rate of $6 per hour depending on skillset and experience. The schedule is Monday through Friday, 8:30 am to 5:30 pm EST.