This is a remote position.
About the Company
Our client is an innovative organization in the health, wellness, and regenerative medicine space, focused on helping patients restore energy, optimize brain health, and improve longevity through advanced therapies and personalized treatment programs.
The company combines modern medical technology with integrative wellness approaches to address the root causes of chronic health challenges and support long-term health optimization.
As the organization continues to scale its sales and patient-acquisition operations, accurate and reliable data is critical to maintaining excellent patient experiences, effective sales performance, and trustworthy revenue reporting.
About the Role
We are seeking a highly detail-oriented QA Virtual Assistant – CRM & Data Compliance to become the quality control point for the Appointment Setter department's data.
This role is responsible for ensuring that CRM records, appointment information, sales attribution, spreadsheets, scorecards, and reporting remain accurate, complete, and fully reconciled.
The ideal candidate is someone who genuinely enjoys finding discrepancies, investigating why they happened, and following each issue through correction and verification.
This is not a role where identifying an error is enough. You will be expected to document the issue, assign the correction, verify the fix, reconcile affected systems, and help prevent the same error from happening again.
The role requires exceptional attention to detail, strong spreadsheet skills, analytical thinking, and the confidence to enforce data standards across a remote sales organization.
Key Responsibilities
- Audit GoHighLevel (GHL) CRM records on a daily basis using established QA checklists and risk-based sampling.
- Verify contact ownership, opportunity ownership, pipeline stage, disposition, appointment status, source, setter attribution, closer assignment, notes, tasks, timestamps, and follow-up activity.
- Identify missing, duplicate, incomplete, contradictory, stale, or incorrectly staged records.
- Review critical transactions including no-shows, cancellations, reschedules, same-day appointments, next-day appointments, transfers, and completed consultations.
- Verify that sold Detect Kits are correctly connected to the appropriate contact, opportunity, appointment, setter, closer, and lead source.
- Reconcile GHL data against required sales, setter, closer, QA, and commission spreadsheets.
- Validate spreadsheet formulas, filters, date ranges, duplicates, naming conventions, manual entries, lookups, totals, and data validation.
- Maintain a daily exception log documenting the issue, responsible owner, severity, required correction, deadline, status, and verification.
- Follow each exception through resolution and independently verify that corrections were properly completed.
- Identify recurring errors and distinguish between individual mistakes, training gaps, unclear SOPs, system issues, and process problems.
- Review AI-generated QA flags and determine whether flagged issues are true exceptions or false positives.
- Help identify missed errors and recurring false positives to improve automated QA processes.
- Maintain accurate attribution across setters, reschedulers, closers, lead sources, appointments, sales, and commissions.
- Prepare concise daily reports covering compliance rates, open issues, overdue corrections, recurring errors, and material findings.
- Escalate revenue-impacting discrepancies, privacy concerns, data manipulation, or repeated compliance issues.
- Work closely with Sales Management, CSMs, QA stakeholders, and Revenue Operations to maintain a single reliable source of truth.
Requirements
- At least 2 years of experience in quality assurance, CRM administration, data auditing, sales operations, revenue operations, bookkeeping reconciliation, spreadsheet management, or a related role.
- Advanced practical experience with Google Sheets or Excel, including formulas, filters, lookups, conditional logic, duplicate detection, reconciliation, and data validation.
- Working experience with GoHighLevel (GHL) or a comparable CRM.
- Strong ability to investigate discrepancies and trace information back to its original source.
- Exceptional attention to detail and a strong "accuracy first" mindset.
- Excellent organization, written communication, follow-through, and documentation skills.
- Comfortable enforcing standards and communicating discrepancies professionally with different teams.
- Ability to work independently, prioritize issues based on risk, and consistently meet daily deadlines.
- Strong sense of integrity and confidentiality when handling sensitive patient, employee, sales, and compensation data.
- Reliable internet connection and a private, secure remote workspace.
Preferred Qualifications
- Experience in healthcare, appointment setting, call centers, high-ticket sales, or commission-based environments.
- Experience with Kixie, GHL integrations, Slack, Google Drive, dashboards, or sales reporting systems.
- Experience working with AI-powered quality assurance or call-analysis tools.
- Familiarity with HIPAA-conscious workflows and data privacy principles.
- Experience creating SOPs, audit checklists, exception logs, reconciliation reports, or data dictionaries.
Benefits
$1,500 monthly base compensation.
Performance-based team bonus tied to company revenue and sustained CRM compliance.
100% remote position.
Opportunity to work closely with sales leadership and revenue operations.
High level of ownership and visibility within a growing healthcare organization.
Long-term opportunity to contribute to the development of scalable QA and data-quality systems.
Salary: $1,500
