APPOINTMENT SCHEDULING EFFICIENCY ANALYST

Description

Job Summary: A professional responsible for active management of scheduled patients, confirming appointments via telephone to ensure attendance and optimize the medical schedule. Key Highlights: 1. Active management to achieve high appointment attendance rates 2. Focus on optimizing the medical schedule and reducing no-shows 3. Direct responsibility for clinic efficiency * **Variable commission** (based on achieved results) * **Expected earnings:** Up to R$5,000.00 * **ABOUT THE COMPANY – NEOFOLIC** Neofolic Hair Health operates in the hair transplant segment and provides medical treatments for hair loss and baldness. The company employs a data-driven commercial structure and acquires most patients through digital channels. A large part of operational efficiency depends on converting scheduled appointments into actual consultations. In this context, the Appointment Scheduling Efficiency Analyst actively manages scheduled patients to ensure higher attendance rates and reduce operational losses caused by no-shows. This role primarily involves **proactive telephone contact**, using calls as the main channel for confirmation, follow-up, and recovery of appointments. * **ROLE MISSION** Ensure that patients with scheduled appointments attend their consultations, significantly reducing the no-show rate through **proactive phone confirmation**, structured follow-up management, and rapid reuse of newly available time slots. This position directly impacts medical scheduling efficiency, utilization of clinic infrastructure, and maximization of consultation-to-procedure conversion. * **KEY RESPONSIBILITIES** **1. Proactive Appointment Confirmation** * Make proactive calls to patients with scheduled appointments. * Confirm attendance with strategic advance notice. * Reinforce logistical details of the appointment (location, time, and instructions). * Record confirmation or risk of absence in the system. **2. Reducing No-Shows** * Identify patients at higher risk of missing appointments. * Use telephone contact to reinforce commitment to the appointment. * Anticipate possible cancellations or dropouts. * Conduct rescheduling when there is a risk of no-show. * Maintain a structured cadence of follow-up calls up to the appointment date. * Use telephone as the primary channel of contact with patients. * Complement communication via WhatsApp when necessary. * Update interaction history in the CRM. **3. Optimizing the Appointment Schedule** * Identify vacant time slots or cancellations. * Make proactive calls to patients in the database to fill available slots. * Reactivate patients who previously expressed interest. * Ensure maximum occupancy of the medical schedule. **4. Conducting Rescheduling** * Conduct rescheduling when patients cannot attend. * Ensure patients who reschedule retain priority in the schedule. * Reduce permanent loss of appointments. * Maintain an updated daily schedule. **5. PERFORMANCE INDICATOR FOR COMMISSION** * Number of appointments actually conducted **6. BEHAVIORAL PROFILE** * Ease and confidence in telephone communication. * Organization to manage a high volume of appointments. * Persistence in proactive outreach and follow-ups. * Clear and empathetic communication with patients. * Discipline in recording interactions in the CRM. **REQUIREMENTS** * Experience with proactive telephone customer service. * Experience with CRM or appointment management systems. * Clear and confident verbal communication. * Organizational skills to manage multiple simultaneous contacts. * Experience with proactive outreach to customers or patients. **PREFERRED QUALIFICATIONS** * Prior experience in medical or aesthetic clinics. * Experience managing medical schedules. * Experience with proactive telephone appointment confirmation. * Experience with patient recovery or schedule reactivation. **EXPECTED OUTCOME** It is expected that the professional will significantly increase the attendance rate for scheduled appointments through active schedule management and recurring telephone outreach to patients. Success in this role will be reflected in a consistent reduction of the no-show rate, higher medical schedule occupancy, and better utilization of the clinic’s patient care opportunities. Job Type: Freelance / PJ Compensation: R$2,000.00 per month Benefits: * Health insurance Work Location: On-site