Part-Time Contract | Prosthetics & MedTech | Remote (Eastern Time)
Location: Remote within the U.S.; available during Eastern Time business hours in support of a Boston-area prosthetics clinic.
Description
Cicada is seeking a personable, detail-driven scheduling and sales professional to be the human voice between a client’s marketing funnel and their clinic calendar. The client's growth depends on one number above all others: patients who show up. You will call interested patients soon after they raise their hand, understand their situation, confirm clinical and insurance fit, and get them booked, confirmed, and through the clinic door. This is a quality-over-volume role; the pipeline is measured in a handful of high-value consultations each month, and every single one matters.
This role requires someone who:
- Is at ease on the phone with patients navigating real medical needs; warm, unhurried, and genuinely helpful, while still guiding every conversation toward a booked appointment
- Treats an open clinic slot as an urgent need and works proactively (standby lists, backfills, reschedules) to keep the calendar full
- Keeps flawless records; every call, text, and outcome logged the same day in the CRM (HubSpot)
- Communicates proactively over Slack and email; flags problems early and brings suggested fixes, not just questions
Key Responsibilities
Lead Follow-Up & Qualification
- Contact new inbound inquiries promptly through a multi-touch cadence of calls, voicemails, and texts.
- Qualify prospects in natural conversation against clinical criteria (such as amputation level and time since last prosthesis), insurance coverage, and geography
- Work aged and re-engagement lead lists during slower inbound periods, reintroducing the technology to prospects who inquired previously
Scheduling & Confirmation
- Book in-person consultations directly onto the clinic calendar; send calendar invites and recap emails; and collect insurance information ahead of each visit
- Run the confirmation cadence for every booked patient: confirmation calls in the days prior, morning-of touches, and rapid response to automated “unconfirmed” alerts
- Coordinate closely with clinic staff on availability, scheduling conflicts, and same-day changes
No-Show Mitigation, Recovery, & Slot Utilization
- Call scheduled patiens the week of their visit to remind, late or absent patients the same day; run a structured multi-attempt recovery sequence and rebook wherever possible
- Maintain a standby list of patients able to come in on short notice so canceled slots get backfilled instead of going empty
- Move unresponsive patients into nurture sequences and keep pipeline stages honest, including regular closed-lost cleanup
CRM, Reporting & Collaboration
- Log all activity and patient context in HubSpot; keep deal stages accurate as patients progress from new lead to held consultation
- Deliver a brief weekly summary of bookings, confirmations, reschedules, and no-shows; contribute accurate numbers to monthly client reporting
- Stay in daily touch with the Cicada team on Slack; relay patient objections and insights that sharpen targeting and messaging
What Success Looks Like
- Every new lead receives a first call within one business day
- Five to six held in-clinic consultations per month, with appointment hold rates steadily improving
- A clean, trustworthy CRM that the whole team can plan against
- Clinic staff who regard you as a seamless extension of their front office
Preferred Experience
- 2+ years in a patient-facing scheduling role with a sales component; dental office scheduling or treatment coordinators are an excellent fit (appointment booking, insurance verification, recall outreach, no-show recovery, presenting treatment plans)
- Experience in a prosthetics, orthotics, or other clinical device setting is a strong plus
- Comfort discussing insurance coverage basics with patients and collecting documentation
- Working knowledge of a modern CRM; HubSpot experience a plus
- Excellent phone presence and reliable written follow-through across text and email
- Self-directed; able to manage a flexible schedule of roughly 10 hours per week, including brief morning check-ins on appointment days
Engagement Details
- Part-time independent contractor engagement; approximately 10 hours per week
- Flat rate of $2,000 per month; contracted monthly
- Remote, with availability during Eastern Time business hours
About Cicada
- Who We Are: At Cicada, we turn healthcare innovators into market leaders. We are a life sciences marketing firm specializing in lifecycle marketing across innovative healthcare technology clients and broader industry ecosystems.
- Our Approach: We bridge the market adoption gap between approval, activation, and acceleration, ensuring breakthrough innovations reach the right stakeholders.
- Why Our Clients Partner with Cicada: We specialize in profitable marketing campaigns for healthcare technologies, with a proven track record of launching and scaling medtech and healthtech solutions. Our expertise in go-to-market strategy, stakeholder engagement, and demand generation ensures your commercial launch is efficient, high-impact, and positioned for growth across your target markets.
