Job Title: Marketing and Back Office Agent

 

About the Company:

Our client is focused on providing exceptional healthcare services by building strong relationships with referring physicians and ensuring a seamless experience for patients from their initial contact through to appointment scheduling.

 

Job Description:

The Marketing and Back Office Agent will play a vital role in fostering relationships with referring physicians while ensuring a smooth experience for patients. This position combines relational marketing, customer service, and operational support skills, emphasizing a consultative and results-oriented approach.

 

Responsibilities:

• Obtain updated information from doctors’ offices through contracted Medical Group Portals.
• Contact doctors and referral coordinators to present services, gather essential details such as fax numbers and contact names, and create collaboration opportunities.
• Send service information via fax and follow up to confirm receipt, address questions, and encourage referral submissions.
• Make follow-up calls to remind doctors’ offices to send referrals for patients to see the Registered Dietitians.
• Identify and address incorrect codes in referrals by providing accurate information and guidance on correct billing codes.
• Update and maintain all interactions and contact information accurately in Zoho CRM.
• Create and manage leads in Zoho from referred patients.
• Reach out to referred patients to schedule their initial consultation and follow up with those who have not yet scheduled.
• Create and update patient profiles in internal systems, including sending intake forms to new patients.
• Schedule initial and follow-up appointments in coordination with clinical teams.
• Call patients after their visits to book their next appointment and ensure continuity of care.
• Review patient documentation to ensure it is complete and accurate before the next consultation.
• Request and follow up on any outstanding documentation required for patients.
• Submit hourly progress and results reports in team communication channels.

 

Required Experience and Qualifications:

• Proven experience in customer service and relationship management, preferably in healthcare or clinical environments.
• Knowledge of consultative sales techniques and a client-centered approach.
• Excellent verbal and written communication skills in both English and Spanish.
• Strong organizational skills and attention to detail, with the ability to accurately document interactions and processes.

 

Preferred Skills:

• Proficiency with digital tools such as CRM systems (preferably Zoho), patient management systems, medical portals, and internal communication platforms.
• Proactive, detail-oriented, and solution-driven mindset.
• Ability to work remotely as part of a team and manage multiple tasks efficiently.

 

Personality:

• Engaging, approachable, and able to build rapport effectively.
• Strong problem-solving abilities and a positive attitude towards challenges.

 

Software & Tools:

• Zoho CRM and other digital tools for patient management and internal communication.

English Level:

C2

 

Schedule:

Full Time: Monday to Thursday - 9 to 6pm PST / Friday - 8 to 5pm PST- (40hs per week + 1 unpaid hs of lunch)

 

Salary and Benefits:

Payment in USD or Local Currency according to candidate's preference.