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The Sales/Weight Loss Program Coordinator oversees all administrative and patient-facing aspects of the WLP. From intake and onboarding to appointment coordination, billing, and retention, This person plays a key role in ensuring patients receive seamless, timely, and supportive care throughout their journey. Training new hires on the WLP for both Admin and Sales with the support of the Director of Operations. This position requires strong communication skills, system proficiency, and consistent follow-through to optimize the program’s growth and patient outcomes.

Responsibilities:

Lead Management & Patient Onboarding

• Respond to inbound inquiries across WhatsApp, Instagram, RingCentral, and email.
• Conduct sales consultations, provide educational resources (e.g., bloodwork scripts), and guide patients through onboarding.
• Track lead status and conversion progress in HubSpot and internal tracking tools.

Scheduling & Coordination

• Schedule and confirm appointments for initial consults, blood word, medication reorders, dosing check-ins, and training.
• Coordinate daily with nurse practitioners (NPs) to ensure timely submission of orders and prescriptions and check-ins.
• Maintain accurate and up-to-date patient records in Acuity, Tebra, and Asana.

Program Oversight

• Monitor and update the WLP Master Sheet with check-ins, renewals, cancellations, and engagement status.
• Proactively follow up on pending cancellations and expiring subscriptions.
• Upload and organize all medical results and documentation in Tebra and relevant systems.

Billing & Subscription Support

• Review payment processor regularly for failed payments and contact patients to resolve issues.
• Ensure accurate subscription tracking and financial logging in the WLP Master Sheet.
• Escalate unresolved billing matters to Aki and Steve. 

Client Retention & Engagement

• Perform regular check-ins with current patients to support continued success and satisfaction.
• Offer options such as IV drip add-ons, group coaching and maintenance plans to clients considering cancellation.
• Reactivate previous clients through consistent outreach and personalized follow-up.

Internal Communication & Reporting

• Collaborate with team and NPs to review sales performance, patient flow, and program goals.
• Track patient status, engagement, and communication history in designated dashboards.
• Contribute feedback to improve the WLP process and support new initiatives.
• Closely Monitor Attrition and Monthly Sales Closing