Appointment Coordinator

Greetings from Next Level Orthodontics! We are happy that you have expressed interest in becoming part of our team. Here at Next Level Orthodontics, our number one priority is our patients. We strive to provide the best care possible. We believe that in order to provide the best care, we need to find the best of the best people and talent to join our team. We are currently looking to add a Appointment Coordinator to our growing office. A Scheduling Coordinator’s priority is excellent customer service. The key to your success is effective communication with a smile. You are the first person a patient meets (via phone). It is important for our patients to feel our culture, even through the phone. You will help our patients throughout the entirety of their treatment. You are there during the new patient call, greeting them at the door, scheduling their first visit, assisting them with payments, and rescheduling appointments. You are the “first impression” of Next Level Orthodontics.

The best part yet… no experience is required, and we are willing to train the RIGHT person! So if you have an amazing work ethic, paired with a great attitude and personality, then we want to talk to you! Please note: there are 2 assessment quizzes that you must take following your application process to complete your application submission. No matter how great you may be, if you don’t complete the assessments, we unfortunately, can not consider you at this time. We look forward to hearing from you soon!

Qualities in a strong clinical technician:

Organized, Attention to Detail, “Smile with Your Voice”, Friendly, Bubbly, Out Going, Team Player

EDUCATION/EXPERIENCE:

The ideal candidate has a customer service background.

SKILLS/ABILITIES:

• Good interpersonal skills to establish and maintain a positive rapport with patients, parents, doctors, staff, and members of the community.
• Basic computer knowledge.
• Letter composition skills and legible handwriting for entries in appointment book, patient charts, etc.
• Effective verbal skills to supervise staff as well as to communicate with patients, parents, doctors, and staff, in person and on the telephone.
• Pleasant telephone voice.
• Tactful persuasion skills to accommodate effective scheduling.

RESPONSIBILITIES (including, but not limited to):

1. Patient Scheduling Contract

• Greet patients in a warm and friendly manner.
• Assign case numbers to new patients when necessary and document patient charts.
• Track new patients’ calls and referral sources.
• Assist in the coordination of practice-building and public relations efforts with patients, parents, referring doctors, and local community.
• Schedule patient appointments following determined scheduling policies.
• Appropriately schedule appointments to ensure quality care for patients in a timely, stress-free manner (monitor schedule consistently).
• Determine the necessity and reason for the appointment by reading the chart.
• Use proper terminology and scripting when dealing with patients to sound professional, but so that the patients can understand and know that we care about their needs.
• Provide patients with school and appointment slips as necessary.
• Distribute patient incentives.
• Follow-up on all missed appointments and fill canceled appointments.
• Generate and distribute daily schedules to appropriate staff members.
• Notify chairside assistants or clinical coordinator of changes occurring in the schedule throughout the workday.
• Coordinate with Treatment Coordinator to keep pretreatment recall and retention systems current.
• Coordinate with Financial Coordinator or Bookkeeper to identify patients owing initial or delinquent payments.
• Coordinate with the Treatment Coordinator to identify patients beyond their estimated treatment times.
• Gather information and complete an emergency slip for each emergency patient and attach the slip to the appropriate treatment card.
• Review files semi-annually to confirm that each patient has future scheduled appointments.
• Update patient information as received.
• Perform other tasks as assigned by the orthodontist(s).

2. Telephone:

• Answer the phone no later than the 2nd ring. Screen calls, take messages when necessary and answer inquiries.
• Use a warm and friendly voice identifying the office first, then self.
• Accurately assess and meet the needs of the caller.
• Properly answer more than one phone line and be able to place patients on hold.
• Accurately complete chart documentation on call and schedule appropriate procedures and time for patients.
• Initialize the answering machine at lunch and at end-of-business. Record appropriate outgoing messages as necessary.
• Follow-up on any messages received first thing each morning and immediately following lunch.

3. Proper Flow at Front Desk/Administration

• Organize and maintain all file systems for quick retrieval of information.
• Maintain front desk statistics daily, monthly, yearly, etc., as necessary.
• Open and sort mail.
• Facilitate morning staff meetings by gathering appropriate information from other staff members, and preparing daily agenda.

4. Next Level Club

• Take photos and give out Membership cards and packets

5. Weekly Duties:

• Work off Staff Action List
• Fill patient appreciation prize/gift card box
• Run ‘To be archived’ report and scan/shred all files on the report
• Order lunch for in-office meetings
• Update petty cash
• Add template weeks to the schedule
• Update doctor’s vacation days on the schedule
• Purge charts and scan/shred documents

SKILLS/ABILITIES:

• Good interpersonal skills to develop an effective relationship with patients, parents, doctors, and team members.
• Typing skills for entries into patient charts.
• Effective verbal skills to communicate with and educate patients and parents to treatment.

Job Type: Full-time

Pay: $17.00 - $20.93 per hour

Benefits:

• Paid time off

Shift:

• 8 hour shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Gainesville, FL 32607 (Preferred)

Ability to Relocate:

• Gainesville, FL 32607: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $21