Patient Scheduling

Summary

Join our team as a New Patient Scheduling Specialist and play a pivotal role in driving our success by scheduling high-quality appointments for our orthodontic and dental practices. You will engage with warm leads through calls, texts, and emails, ensuring a seamless experience for all. This role demands a strong "assume the sale" mentality, exceeding goals while maintaining high service standards. You will manage multiple practice pipelines, nurture leads, and maintain detailed records. Daily responsibilities include outbound calling, inbound call handling, and reporting. Success in this position requires excellent communication, organization, and technical skills.

Requirements

• Experience: Proven experience in a high-volume outbound calling or sales role, preferably within healthcare
• Communication Skills: Excellent verbal and written communication skills, with the ability to engage and build rapport with potential patients and partners
• Organization: Strong organizational skills, with the ability to manage multiple tasks, leads, and pipelines simultaneously
• Self-motivation: Highly self-motivated and able to follow a structured daily workflow with minimal supervision
• Technical Proficiency: Proficient in using CRM systems, particularly HighLevel, and communication tools such as email, text messaging, and phone systems
• Detail-oriented: Meticulous attention to detail, ensuring accurate record-keeping and thorough follow-up on all leads
• Customer Service: A strong commitment to providing a world-class experience for partners and potential patients, focusing on exceeding expectations
• Problem-solving: Ability to identify and escalate concerns or blocks in the process, with a proactive approach to finding solutions
• Time Management: Effective time management skills, with the ability to prioritize tasks and manage a high volume of leads daily
• Team Collaboration: Ability to work collaboratively with team members and other departments, participating in daily meetings and contributing to overall team success

Responsibilities

• Conduct a high volume of outbound calls to potential patients to generate interest and secure appointments
• Follow up consistently with new and warm leads through calls, texts, and emails, ensuring no missed opportunities
• Handle inbound calls from potential patients, providing information and addressing their needs
• Maintain detailed and accurate notes on all leads to ensure seamless follow-up and tracking
• Adhere to a structured daily workflow with minimal supervision, ensuring all tasks are completed efficiently
• Manage and oversee multiple practice pipelines using HighLevel, ensuring leads are nurtured and progressed according to established guidelines
• Contact all new and warm leads daily, adhering to pipeline management protocols to maximize conversion rates
• Schedule high-quality leads onto the practice's calendars, ensuring appointments are well-coordinated and aligned with the practice's availability
• Foster and maintain a professional and productive relationship with the primary contact for each assigned practice
• Report all set appointments at the end of each day to ensure accurate tracking and communication with the team
• Provide real-time feedback on any concerns or obstacles encountered with accounts, escalating to the appropriate department as needed
• Participate in daily team meetings, contributing insights and updates to improve team performance

Preferred Qualifications

Bilingual (English/Spanish): Preferred but not required

Benefits

• 401(k) matching
• Dental Insurance
• Health Insurance
• Vision Insurance
• Life Insurance
• PTO eligibility after 90 days of hire (10 vacation days the first year of service, unlimited PTO starting year two, flexible partial days and sick/ personal days)
• Remote position