CRM Manager (Dental Patient Intake & Conversion)

Overview

A fast-growing general dentistry practice based in New York City is seeking an experienced CRM & Patient Lead Conversion Manager responsible for managing inbound patient leads, handling high-volume phone inquiries, and converting opportunities into scheduled appointments. This is not an administrative support role. This position directly impacts practice growth and requires someone confident handling patient conversations, overcoming objections, explaining insurance benefits, and converting both in-network and out-of-network patients into treatment appointments. The ideal candidate understands dental patient psychology, knows how to work a lead pipeline aggressively, and is comfortable operating inside GoHighLevel (GHL) or similar CRM systems. If you have experience closing dental leads, handling treatment coordination conversations, and keeping opportunities moving through the pipeline, we want to speak with you.

Key Responsibilities

• Answer inbound patient calls and web inquiries
• Convert leads into scheduled consultations and appointments
• Work inside GoHighLevel (GHL) daily to manage pipeline activity
• Follow up consistently with unscheduled and dormant leads
• Handle out-of-network insurance conversations confidently
• Explain treatment value, financing options, and patient benefits clearly
• Reactivate missed opportunities and incomplete inquiries
• Maintain accurate CRM notes, tags, and pipeline stages
• Coordinate with scheduling and clinical teams as needed
• Support marketing campaigns by maximizing lead conversion rates
• Track lead outcomes and maintain organized follow-up systems

What Success Looks Like You are expected to:

• Respond rapidly to inbound leads
• Convert undecided callers into booked appointments
• Build trust with prospective patients over the phone
• Confidently explain out-of-network benefits and patient responsibility
• Maintain high follow-up consistency without leads slipping through the cracks
• Keep the CRM clean, organized, and actionable
• Improve overall patient acquisition and scheduling efficiency

Required Qualifications

• Experience using GoHighLevel (GHL) or similar CRM platform REQUIRED
• Experience converting inbound patient leads REQUIRED
• Comfortable handling high call volume and active follow-up
• Strong communication and phone sales ability
• Experience explaining dental insurance and treatment value
• Ability to confidently discuss out-of-network benefits and patient options
• Highly organized and self-managed in a remote environment
• Strong attention to detail and pipeline management

Preferred Experience

• Dental office, DSO, or treatment coordination experience
• Experience converting out-of-network dental patients
• Familiarity with PPO insurance structures and benefit breakdowns
• Call tracking and reporting experience
• Experience with case acceptance or treatment presentation
• Experience working with marketing-generated dental leads

Compensation

Competitive base salary plus performance incentives tied directly to:

• Lead conversion
• Appointment scheduling
• Follow-up performance
• Patient acquisition success

Work Environment

• Fully remote position
• Supports a New York City-based general dentistry practice
• Structured lead flow provided daily
• High-impact growth role with significant opportunity for advancement

Important This role is best suited for someone who understands that dental lead conversion is part customer service, part sales, and part treatment coordination. Applicants without CRM pipeline management experience or dental lead conversion experience are unlikely to be considered. Pay: $40,000.00 - $62,532.01 per year Benefits:

• Flexible schedule

Application Question(s):

• Do you have experience using GoHighLevel (GHL) or another CRM platform daily?
• Have you previously handled inbound patient calls and converted leads into scheduled appointments?
• Are you comfortable discussing out-of-network dental benefits and explaining patient financial responsibility?
• Have you worked in a role where performance was measured by conversions, appointments booked, or case acceptance?
• Briefly describe your experience with dental lead conversion, treatment coordination, or patient scheduling.
• What CRM platforms have you used, and how did you use them in your daily workflow?
• How would you respond to a patient who says: “I’m out-of-network so I probably can’t afford treatment.”

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