About Nostos Chiropractic

Nostos Chiropractic is a multidisciplinary healthcare clinic in Southeast Calgary dedicated to helping people better understand their bodies, achieve lasting health transformations, and build the resilience needed for a healthier, happier life.

Our team offers chiropractic care, massage therapy, rehabilitation, and other complementary services. We pride ourselves on comprehensive assessments, patient education, personalized care, and exceptional patient experiences.

We're looking for a friendly, organized, and proactive Administrative Assistant & Lead Conversion Coordinator to help us connect with people who have expressed interest in our services and guide them toward taking the next step in their healthcare journey.

Position Overview

The primary responsibility of this role is to manage and follow up with prospective patients who inquire about our services through Facebook, Instagram, online forms, and other marketing channels.

This is a communication-focused administrative position with a strong emphasis on relationship building, appointment booking, and consistent follow-through.

The ideal candidate is comfortable speaking with people over the phone, genuinely enjoys helping others, and understands how to guide conversations toward a clear next step without being overly pushy or sales-focused.

Success in this role means that no prospective patient is forgotten, every inquiry receives timely attention, and our clinic maintains a welcoming, professional experience from the very first interaction.

This is a work-from-home role, with roughly 8-10 hour (roughly 2 hours per day, 5 days per week)

Key Responsibilities

1. Lead Management & Follow-Up

- Monitor incoming leads from Meta (Facebook and Instagram) advertising campaigns and other marketing sources.
- Contact new leads promptly through phone calls, text messages, and email.
- Maintain a consistent follow-up schedule for leads who have not yet booked an appointment.
- Re-engage prospective patients who previously expressed interest but did not schedule.
- Respond to inquiries about services, appointment availability, pricing, and current promotions.
- Identify when a prospective patient is ready to book and help them complete the scheduling process.
- Ensure all lead interactions are recorded accurately in the clinic's CRM.

2. Appointment Booking & Conversion

- Guide prospective patients through the process of scheduling their initial consultation or assessment.
- Communicate the value of our comprehensive new-patient assessment in clear, accessible language.
- Help prospective patients understand what to expect during their first visit.
- Address common concerns or booking objections professionally and empathetically.




- Coordinate with the front desk team to ensure a smooth transition from prospective lead to booked patient.
- Follow up with booked patients when necessary to help reduce missed appointments and cancellations.
- Support the clinic in achieving monthly new-patient booking goals.

3. CRM & Pipeline Management

- Maintain an organized and up-to-date lead management system.
- Track each lead's status, communication history, and next follow-up date.
- Categorize leads appropriately, including new, contacted, interested, booked, not interested, and unresponsive.
- Identify leads requiring additional attention or follow-up.
- Ensure no leads are lost due to incomplete documentation or missed communication.
- Monitor lead activity and maintain accurate reporting.

4. Administrative Support

- Assist with patient communication and administrative projects as needed.
- Support appointment scheduling and coordination with clinic staff.
- Help maintain accurate contact information and patient records.
- Assist with occasional patient reactivation campaigns and outreach initiatives.
- Collaborate with clinic management and marketing staff to improve communication workflows.

5. Reporting & Performance Tracking

- Track the number of new leads received, contacted, and converted into appointments.
- Maintain records of call attempts, conversations, text messages, and follow-up activity.
- Prepare brief weekly updates on lead management performance.
- Identify common questions, concerns, and reasons prospective patients choose not to book.
- Share insights with management to help improve advertising campaigns, booking processes, and patient communication.

Qualifications

Required:

- Excellent verbal and written communication skills.
- Confidence and comfort speaking with prospective patients over the phone.
- Strong organizational skills and attention to detail.
- Ability to manage multiple conversations and follow-up schedules simultaneously.
- Friendly, qualified, and empathetic communication style.
- Ability to work independently and take ownership of assigned responsibilities.
- Comfortable using computers, online scheduling tools, and digital communication platforms.
- Strong English communication skills.

Preferred:

- Experience in medical, chiropractic, dental, wellness, or other healthcare environments.
- Previous experience in customer service, appointment setting, lead management, or inside sales.




- Experience using CRM platforms such as GoHighLevel.
- Familiarity with Meta lead-generation campaigns.
- Experience with appointment scheduling software and administrative workflows.

Ideal Candidate

We're looking for someone who:

- Is proactive: Doesn't wait to be reminded to follow up with someone.
- Is personable: Can make prospective patients feel comfortable, heard, and valued.
- Is persistent but respectful: Understands that people often need several touchpoints before making a decision.
- Is organized: Can confidently manage a large number of leads without losing track of conversations.
- Is results-oriented: Takes pride in converting genuine patient interest into booked appointments.
- Is coachable: Welcomes feedback, training, and opportunities to improve.
- Is a team player: Works closely with the front desk and clinical team to create a seamless patient experience.

Performance Expectations

Success will be evaluated using measurable indicators, including:

- Timeliness of first contact with new leads.
- Consistency and completion of scheduled follow-ups.
- Percentage of leads successfully contacted.
- Percentage of qualified leads converted into booked appointments.
- Number of new-patient appointments booked.
- Accuracy and completeness of CRM documentation.
- Professionalism and quality of patient communication.

Performance will be evaluated not only on booking results but also on the quality of interactions and consistency of follow-through.

Training & Support

The successful candidate will receive training on:

- Nostos Chiropractic's services, philosophy, and patient experience.
- New-patient assessment processes and current promotional offers.
- CRM management and lead tracking.
- Phone scripts, text messaging templates, and follow-up sequences.
- Common patient questions and appropriate responses.
- Communication standards and privacy expectations.

Clinical questions will be referred to the appropriate healthcare practitioner. The coordinator will not be expected to provide medical advice or determine clinical suitability for treatment.

Why Join Nostos?

At Nostos Chiropractic, we believe the first interaction with our clinic can make a meaningful difference in someone's healthcare journey.

This role offers an opportunity to become an important part of a growing healthcare team, help prospective patients feel supported, and contribute directly to the continued growth of our practice.

We're looking for someone who takes genuine pride in building relationships, delivering exceptional service, and helping people take their first step toward better health.

Pay: $16.00-$20.00 per hour

Expected hours: 8.0 – 10.0 per week

Benefits:

- Company events
- Work from home

Work Location: Remote

📌 Administrative Assistant - Leads Manager (Canada)
🏢 Nostos Chiropractic
📍 Canada