Scheduling Coordinator

• Primary Responsibilities: Be the best part of our patient’s day and offer WOW! customer service! You are responsible for
• professional patient communication (in-person, via phone, and electronically) and working with
• the team to ensure positive patient experiences. You are the face of Wow! Smiles and are
• expected to maintain a professional appearance and demeanor. On doctor days you are
• responsible for providing a positive first impression and a lasting Wow! final impression on
• patients as they are arriving and leaving their appointments. You control the flow of the reception
• area and are the main point of communication between the clinical, admin & sales team.
• Locations: You have a home region that you are part of which includes 3-4 practices and will have a primary
• location assigned where you typically work out of, however you will be asked to assist in-person
• at other locations as needed.
• Scheduling Coordinator: You are responsible for scheduling of appointments, collection of payments, following up on
• missed appointments, answering phone calls, handling patient questions and concerns.

Duties

• Open and close office according to office protocol
• Answer phone calls with professionalism following office protocols
• Verify and update demographic information
• Greet and welcome patients and visitors to practice
• Interact and have conversations with patients
• Set patient expectations if they have arrived early/late or we are not running on time
• Be aware of all patients in reception area and get updates if a patient is waiting for more than 10 minutes past their appointment time
• Review supplies for reception and provide order to manager
• Assist at check in with whatever needs they have (account, health history, HIPPA, new patient paperwork, etc.) and check in on the

locator bar

• Ensure the reception area & overall office is clean and presentable to patients
• Schedule patients following templates based on information from clinical team
• Manage recall system and maintain patients without appointments report
• Ensure patient confidentiality and following of HIPAA protocols
• Follow up on no show appointments after every patient day
• Answer patient questions and concerns to the best of your ability and escalate to your manager as needed
• Receive and post patient payments, collect and update ACH/autopay information
• Prepare end of day reports and complete bank deposits
• Sort and distribute mail
• Assist the sales & marketing team with:
• Intake and scheduling of new patients
• Participating in minimum of 2 marketing events per quarter
• Participate in internal and external marketing initiatives
• Represent Wow! Smiles throughout the community
• Basic understanding of orthodontic treatment: when, why, & how we treat
• Attend and participate in company trainings, meetings, and events
• Work on projects as assigned, such as Past Due accounts, Care Calls, etc. and communicate with your manager if you need additional projects to work on
• Other duties as assigned

Physical and Environmental Requirements

• Must be able to remain stationary or standing 50% of the time.
• May occasionally move about inside the office to direct patients or access equipment.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboards, phones, photocopiers, filing cabinets and fax machines.
• Hearing: Must be able to communicate with patients, responsible parties, & team members to exchange accurate information in person,

via phone, and via text /email.

• Exposure to moderate-loud noise levels and fast-paced, high anxiety environments.
• Occasionally may be required to lift up to 20 pounds to a height of 3 feet.