Scheduling Coordinator

EMPLOYMENT TYPE: Full-time

REPORTS TO: Office Manager

Compensation & Benefits Overview:

• $16-$20 per hour (based on experience)
• Paid Time Off, Holiday Pay, 401(k) & matching, health insurance, and vision insurance

Our Mission:

At Prime Orthodontics, we specialize in creating healthy, confident smiles for patients of all ages. Our expert team is committed to providing personalized, state-of-the-art care in a comfortable and friendly environment. We endeavor to help our patients achieve the smile they've always dreamed of!

Our Core Values:

Excellence, Personalized Care, Compassion, Innovation

General Info:

We are currently looking for an energetic, motivated and EXPERIENCED Scheduling Coordinator to join our teams!

This position acts as the central point of contact for scheduling and scheduling concerns across all our office locations, including routine reporting for no-shows, cancellations, and trends. The Scheduling Coordinator also assists our Front Desk Associates with overflow duties, additional coverage, and overall support to maintain the highest quality of service to our patients.

Travel & Commute Note:

The chosen candidate may need to travel to multiple (local/nearby) sites depending on the day, and must have reliable transport to:

• Courthouse Pediatric Dentistry: 6750 Main St, Suite 100A, Gloucester, VA 23061
• Coliseum Pediatric Dentistry: 2113 Hartford Rd, Hampton, VA 23666
• Peninsula Pediatric Dentistry: 580 City Center Blvd, Newport News, VA 23606
• Williamsburg Pediatric Dentistry: 5000 Foundation St, Williamsburg, VA 23188
• Yorktown Pediatric Dentistry: 7109 George Washington Memorial Hwy, Yorktown, VA 23692

Job Duties:

• Manage new patient appointments across six locations using scheduling software (e.g., Edge).
• Coordinate appointments with provider availability and staffing capacity.
• Reserve time slots for emergency visits, high-priority cases, and complex procedures.
• Work closely with front desk staff at all locations to avoid overbooking or conflicts.
• Handle cancellations and rescheduling in a timely, professional manner.
• Track scheduling trends and recommend adjustments to improve efficiency.
• Assist with check-in and check-out processes as needed.
• Verify insurance, collect payments, and process transactions accurately.
• Support patients with completing forms and answering general inquiries.
• Provide exceptional customer service in all face-to-face and phone interactions.
• Maintain a clean, organized, and professional front desk environment.
• Act as the central point of contact for scheduling-related matters across all locations.
• Ensure patients receive timely appointment reminders via phone, text, or email.
• Provide patients with pre-appointment instructions when necessary.
• Maintain clear communication with providers, assistants, and office managers.
• Prepare weekly reports on no-shows, cancellations, and scheduling trends.
• Identify inefficiencies in the scheduling process and propose improvements.
• Communicate patient concerns and feedback to management.

A Typical Day:

• Arrive 15 minutes early and log into Edge software.
• Schedule new patient consultations across all locations.
• Prepare the front desk area and respond to overnight messages.
• Monitor schedules and handle patient/staff concerns in real-time.
• Communicate delays or changes to patients.
• Provide front desk coverage during high-traffic times.
• Collaborate across teams to optimize patient flow.
• Confirm and adjust schedules for the following day.
• Organize and secure patient records (HIPAA compliant).
• Reset and clean front desk for the next shift.

PHYSICAL REQUIREMENTS: Must be able to meet the physical requirements and demands of an active position, including but not limited to:

• Extended duration of standing, walking, stooping, bending and sitting
• Adequate hearing to perform daily work
• Must be able to adjust physically and emotionally to a spontaneous, fast-paced and sometimes hectic environment

Skills & Requirements:

• Proficient with orthodontic scheduling software (Edge or similar).
• Excellent interpersonal and customer service skills.
• Strong attention to detail in both scheduling and financial transactions.
• Ability to multitask effectively between front desk and scheduling duties.
• Experience in a dental or orthodontic office preferred.

HAZARDS: The orthodontic office environment may result in employees being exposed to toxic chemicals, radiation, potentially infectious materials, and increased noise levels.

CLICK TO APPLY TODAY! Please note that professional references are required.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Work Location: In person

Salary : $16 - $20