Scheduling Coordinator

A Stealth-mode AI Healthcare Startup (based in San Mateo, CA); Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A Stealth-mode AI Healthcare Startup in Toronto seeks a Scheduling Coordinator to manage appointment scheduling and maintain professional communication with stakeholders. The ideal candidate will possess strong customer service and communication skills, thrive in fast-paced environments, and demonstrate attention to detail. This hybrid role requires 1-3 years of experience in a customer-facing position and offers an annual salary between $50,000 and $70,000 CAD.

Qualifications

• 1-3 years in a customer-facing role in a healthcare or startup environment.
• Excellent written and verbal communication.
• Detail-oriented and committed to accuracy.

Responsibilities

• Coordinate complex appointment calendars and ensure service standards are met.
• Communicate empathetically via phone, email, and digital platforms.
• Collect and confirm necessary information for scheduling.

Skills

Customer service skills

Communication skills

Problem-solving

Detail-oriented

Time management

Tools

Scheduling software

EHR systems

CRM platforms

Job description

Who We Are

We are a small team obsessed with deep thinking, speed, craftsmanship, and a customer‑first approach. Our mission is to build the best care experience in healthcare with a 30-year horizon. The founding team brings deep expertise across medicine, product, operations, and engineering. Collectively, we have built multiple 0-to-1 products and scaled companies from inception to over $1B in valuation, $60M+ ARR, and 100M+ MAU.

We help physicians achieve independence by making it easier to start, operate, and grow their practices. We also work directly with patients to clearly understand their injuries and treatment history so physicians can focus on providing care.

We are builders, physicians, and operators with decades of combined experience in healthcare and technology—including more than 30 years of hands‑on experience running successful independent practices across urgent care centers, surgical centers, and beyond.

Our team has also started and helped shape products used by billions at companies such as Meta, Dropbox, Instagram, Coda, and Nomad.

Traction

• We have strong product‑market fit ($4MM ARR in under 14 months), and currently have enough demand in our pipeline to achieve the 2026 goal of $18MM ARR.
• We are profitable and funded by top‑tier VCs in the healthcare vertical.
• We are looking for a generalist to work together to scale to hundreds of customers. You'll fit in if you want to take ownership of a product, process, or company from 1 to 100.

About The Role

We are seeking a Scheduling Coordinator to serve as a key point of contact for customers. Your primary responsibility will be to manage and optimize scheduling of appointments and facilitate clear, professional communication between all stakeholders. You will play an essential role in helping us deliver an exceptional experience for patients and partners, with a high emphasis on organization and accuracy.

This position is ideal for someone who thrives in fast‑paced environments, excels in customer‑facing roles, loves solving logistical puzzles, has superb attention to detail, and is excited to learn new technologies that improve healthcare operations. You’ll build communication skills, gain exposure to healthcare systems, and contribute directly to the quality of patient care.

Our company is headquartered in San Francisco, California. This role does not require travel. We follow a hybrid model, with 1–2 days per week in our Toronto office. There is an opportunity to transition to a fully remote arrangement upon successful completion of onboarding and performance milestones.

The expected range of compensation for this role is $50,000 to $70,000 CAD annually based on experience.

What You Will Do

• Coordinate complex appointment calendars while adhering to established service standards, ensuring all parties are informed and aligned.
• Communicate professionally and empathetically via phone, email, and our digital platforms.
• Collect and confirm necessary information from external parties to schedule consults and follow‑ups.
• Escalate urgent scheduling needs or conflicts to the operations team.
• Ensure all relevant documentation is updated accurately in our systems.
• Identify workflow bottlenecks and suggest improvements to enhance efficiency.
• Work closely with the operations team to ensure a seamless patient journey.

You Might Be a Good Fit if You

• Have 1-3 years in a customer‑facing role in a healthcare or startup environment.
• Are an excellent communicator, both written and verbal, who can interact confidently with patients and professionals alike.
• Enjoy problem‑solving and untangling complex schedules.
• Are detail‑oriented and committed to getting things right the first time.
• Are comfortable using modern digital tools and learning new software.
• Can maintain professionalism and empathy during sensitive or high‑stress interactions.
• Are interested in healthcare operations and want to contribute to an innovative, tech‑forward team.
• Are dependable and organized, with strong time‑management skills.

Nice To Have But Not Required

• Prior experience in scheduling, care coordination, or administrative healthcare roles.
• Familiarity with healthcare or legal terminology.
• Exposure to tools like scheduling software, EHR systems, or CRM platforms.
• Academic background or strong interest in healthcare, public health, or related fields.