Client Communications Coordinator (Massage Clinic)
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:
Monday, Wednesday, Friday
10:30 AM
1:00 PM
4:00 PM
Saturday
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
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:
Monday, Wednesday, Friday
10:30 AM
1:00 PM
4:00 PM
Saturday
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
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