Client Communications Coordinator (Massage Clinic) -- 2
Budget: $2 – $8 USD
Freelance Client Communications Coordinator (Massage Clinic)
Location: Remote
Position Type: Freelance / Contract (Trial Basis → Ongoing if a good fit)
Hours: Part-time, scheduled check-ins (not all-day coverage)
About the Role
We are a busy massage clinic seeking a dependable freelance communications coordinator to manage follow-up on client inquiries that were not fully resolved by our AI receptionist.
This role focuses on human follow-up where automation ends. You will review AI call logs and transcripts and respond only when necessary, using provided guidelines, FAQs, and scheduling tools.
This position begins on a trial basis, with the opportunity to become an ongoing freelance role for the right candidate.
Work Schedule (Required Availability)
This is not full-day work. Messages and call logs are checked only at the times listed below(Cental Standard Time Zone in the USA):
Monday, Wednesday, Fridays:
10:00 AM
12:30 PM
3:00 PM
5:00 PM
Saturdays:
10:30 AM
12:30 PM
3:00 PM
What You’ll Do:
-Review AI receptionist call logs and transcripts
-Identify inquiries not fully addressed by the AI
Respond to clients using:
-Approved FAQs and response guidelines
-Scheduling software to check availability
-Staff service lists to match clients with the correct provider
-Assist with basic scheduling and service inquiries
If a request is too complex:
-Capture client name and contact details
-Write a short, factual summary
-Log the inquiry into a shared spreadsheet for senior staff follow-up.
What You Will Not Do:
-Provide medical or clinical advice
-Handle billing disputes, refunds, or complaints
-Make policy exceptions or special approvals and you will not
-Resolve complex or sensitive issues independently.
Training & Support:
-A step-by-step training video will be provided
-Written SOPs, escalation guidelines, and FAQs included
-Clear boundaries on when to respond vs. escalate
Systems You’ll Access:
-AI receptionist call transcripts and logs,
-Scheduling and availability software
-Staff service listings
-Internal FAQ and response guides
-Senior Staff Escalation Spreadsheet
-All systems access is authorized for clinic use only.
Confidentiality & HIPAA Compliance
-This role requires strict confidentiality
-All client information must be handled in a HIPAA-compliant manner
-Candidate must be willing to sign a HIPAA acknowledgment and confidentiality agreement
-Experience handling sensitive or confidential information is strongly preferred
Requirements:
-Excellent written and spoken English with no accent
-Clear, professional, client-facing communication
-Reliable attendance at scheduled check-in times
-Strong attention to detail and documentation
-Comfortable working with transcripts, scheduling software, and spreadsheets
-Prior experience in customer service, virtual assistance, healthcare, or wellness is a plus
Location: Remote
Position Type: Freelance / Contract (Trial Basis → Ongoing if a good fit)
Hours: Part-time, scheduled check-ins (not all-day coverage)
About the Role
We are a busy massage clinic seeking a dependable freelance communications coordinator to manage follow-up on client inquiries that were not fully resolved by our AI receptionist.
This role focuses on human follow-up where automation ends. You will review AI call logs and transcripts and respond only when necessary, using provided guidelines, FAQs, and scheduling tools.
This position begins on a trial basis, with the opportunity to become an ongoing freelance role for the right candidate.
Work Schedule (Required Availability)
This is not full-day work. Messages and call logs are checked only at the times listed below(Cental Standard Time Zone in the USA):
Monday, Wednesday, Fridays:
10:00 AM
12:30 PM
3:00 PM
5:00 PM
Saturdays:
10:30 AM
12:30 PM
3:00 PM
What You’ll Do:
-Review AI receptionist call logs and transcripts
-Identify inquiries not fully addressed by the AI
Respond to clients using:
-Approved FAQs and response guidelines
-Scheduling software to check availability
-Staff service lists to match clients with the correct provider
-Assist with basic scheduling and service inquiries
If a request is too complex:
-Capture client name and contact details
-Write a short, factual summary
-Log the inquiry into a shared spreadsheet for senior staff follow-up.
What You Will Not Do:
-Provide medical or clinical advice
-Handle billing disputes, refunds, or complaints
-Make policy exceptions or special approvals and you will not
-Resolve complex or sensitive issues independently.
Training & Support:
-A step-by-step training video will be provided
-Written SOPs, escalation guidelines, and FAQs included
-Clear boundaries on when to respond vs. escalate
Systems You’ll Access:
-AI receptionist call transcripts and logs,
-Scheduling and availability software
-Staff service listings
-Internal FAQ and response guides
-Senior Staff Escalation Spreadsheet
-All systems access is authorized for clinic use only.
Confidentiality & HIPAA Compliance
-This role requires strict confidentiality
-All client information must be handled in a HIPAA-compliant manner
-Candidate must be willing to sign a HIPAA acknowledgment and confidentiality agreement
-Experience handling sensitive or confidential information is strongly preferred
Requirements:
-Excellent written and spoken English with no accent
-Clear, professional, client-facing communication
-Reliable attendance at scheduled check-in times
-Strong attention to detail and documentation
-Comfortable working with transcripts, scheduling software, and spreadsheets
-Prior experience in customer service, virtual assistance, healthcare, or wellness is a plus