What are the responsibilities and job description for the Scheduling Coordinator position at Central Vermont Orthodontics?
Job Description: Scheduling Coordinator
Reports to: Office Manage / Orthodontist
As a Scheduling Coordinator in our orthodontic practice, you play a vital role in ensuring the smooth flow of daily operations, optimizing the patient experience, and supporting clinical efficiency. You are the face and voice of the office—both in person and over the phone—responsible for building trust and maintaining organization within a busy, patient-focused environment.
About Us:
We are a warm, high-energy orthodontic practice focused on providing exceptional patient care with a personal touch. Our team is passionate about creating beautiful smiles and a fun, welcoming environment for both patients and staff. We’re currently seeking a Scheduling Coordinator who is organized, friendly, and thrives in a people-focused, fast-paced office.
What You’ll Do:
Front Desk & Patient Scheduling
- Greet patients with a friendly smile and positive attitude
- Schedule, confirm, and reschedule patient appointments following office guidelines
- Communicate appointment changes with clinical staff in real time
- Track referrals and new patient calls
- Handle no-shows and cancellations efficiently to keep the schedule full
- Ensure patients understand their appointments and feel welcomed and informed
- Distribute school notes, patient incentives, and treatment reminders
Phone & Communication
- Answer calls promptly and professionally with a cheerful tone
- Handle multiple phone lines and manage voicemail messages
- Take accurate messages and schedule appointments appropriately
- Provide outstanding service and clear communication over the phone
Administrative Support
- Maintain and update patient records in our digital system (Ortho2 experience a plus!)
- Assist with Kids Club enrollment and patient appreciation gifts
- Support office coordination and help facilitate morning huddles
- Review charts and reports to ensure patients are scheduled appropriately
- Manage front desk email and daily administrative duties
Daily & Weekly Office Flow
- Open and close the front office (lights, phones, welcome board, etc.)
- Check patients in and out throughout the day
- Maintain a clean, organized, and upbeat front office environment
- Participate in weekly team meetings and assist with light office projects (e.g., mailing thank-you cards, ordering office supplies)
What We’re Looking For:
- Prior experience in a dental/orthodontic or medical office preferred
- Friendly, professional communication skills (in person & over the phone)
- Ability to multitask and manage a fast-paced schedule
- Strong organizational skills and attention to detail
- Proficiency with scheduling software and basic computer programs
- A true team player who enjoys helping others and creating a positive experience
Perks & Benefits:
- Competitive pay based on experience
- Paid time off and holidays
- 401(k) with match (if applicable)
- Professional development opportunities
- Supportive team environment where your work is valued
How to Apply:
If you’re passionate about people, love staying organized, and want to be part of a friendly and high-performing orthodontic team, we’d love to hear from you! Apply today with your resume and a brief cover letter telling us why you’re the perfect fit.
Job Type: Full-time
Pay: $24.00 - $30.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Schedule:
- Monday to Friday
Experience:
- EMR systems: 1 year (Required)
- Vital signs: 1 year (Required)
License/Certification:
- BLS Certification (Preferred)
- Certified Medical Assistant (Required)
Ability to Commute:
- Barre, VT 05641 (Required)
Ability to Relocate:
- Barre, VT 05641: Relocate before starting work (Required)
Work Location: In person
Salary : $24 - $30