Patient Experience & Scheduling Specialist

Bernstein Orthodontics; Soledad (CA); On-site; USD 25,000 - 34,000; Full time

Job summary

Wow! Smiles is seeking a Scheduling Coordinator to join our front desk team in California. You will manage appointment scheduling, handle patient questions, collect payments, and coordinate with clinical, admin and sales teams to ensure exceptional patient experiences.

You will also assist with marketing events and community representation. Excellent communication and HIPAA practice experience are valued. The role requires welcoming patients, maintaining a professional reception, and supporting

Qualifications

• Open and close office according to office protocol
• Answer phone calls with professionalism following office protocols
• Verify and update demographic information
• Greet and welcome patients and visitors to practice
• Interact and have conversations with patients
• Set patient expectations if they have arrived early/late or we are not running on time
• Be aware of all patients in reception area and get updates if a patient is waiting for more than 10 minutes past their appointment time
• Review supplies for reception and provide order to manager
• Assist at check in with health history, HIPAA, new patient paperwork, etc.
• Ensure the reception area is clean and presentable to patients
• Schedule patients following templates based on information from clinical team
• Manage recall system and maintain patients without appointments report
• Ensure patient confidentiality and following of HIPAA protocols
• Follow up on no show appointments after every patient day
• Receive and post patient payments, collect and update ACH/autopay information
• Prepare end of day reports and complete bank deposits
• Sort and distribute mail
• Assist the sales & marketing team with intake and scheduling of new patients
• Participating in minimum of 2 marketing events per quarter
• Represent Wow! Smiles throughout the community
• Basic understanding of orthodontic treatment: when, why, & how we treat
• Attend and participate in company trainings, meetings, and events
• Work on projects as assigned, such as Past Due accounts, Care Calls, etc. and communicate with your manager if you need additional projects to work on
• Other duties as assigned

Responsibilities

• Open and close office according to office protocol
• Answer phone calls with professionalism following office protocols
• Verify and update demographic information
• Greet and welcome patients and visitors to practice
• Interact and have conversations with patients
• Set patient expectations if they have arrived early/late or we are not running on time
• Be aware of all patients in reception area and get updates if a patient is waiting for more than 10 minutes past their appointment time
• Review supplies for reception and provide order to manager
• Assist at check in with health history, HIPAA, new patient paperwork, etc.
• Ensure the reception area & overall office is clean and presentable to patients
• Schedule patients following templates based on information from clinical team
• Manage recall system and maintain patients without appointments report
• Ensure patient confidentiality and following of HIPAA protocols
• Follow up on no show appointments after every patient day
• Answer patient questions and concerns to the best of your ability and escalated to your manager as needed
• Receive and post patient payments, collect and update ACH/autopay information
• Prepare end of day reports and complete bank deposits
• Sort and distribute mail
• Assist the sales & marketing team with: intake and scheduling of new patients
• Participating in minimum of 2 marketing events per quarter
• Participate in internal and external marketing initiatives
• Represent Wow! Smiles throughout the community
• Basic understanding of orthodontic treatment: when, why, & how we treat
• Attend and participate in company trainings, meetings, and events
• Work on projects as assigned, such as Past Due accounts, Care Calls, etc. and communicate with your manager if you need additional projects to work on
• Other duties as assigned

Job description

Wow! Smiles is seeking a Scheduling Coordinator to join our front desk team in California. You will manage appointment scheduling, handle patient questions, collect payments, and coordinate with clinical, admin and sales teams to ensure exceptional patient experiences.

You will also assist with marketing events and community representation. Excellent communication and HIPAA practice experience are valued. The role requires welcoming patients, maintaining a professional reception, and supporting