Patient Scheduling Coordinator

ROMTech; Clearwater (FL); On-site; USD 34,000 - 46,000; Full time

Job summary

ROMTech in Clearwater, FL is seeking a Patient Scheduling Coordinator to join the Operations team. You will coordinate patient scheduling, manage daily logistics communication, and serve as liaison between patients, 3PL providers, warehouses, and internal departments to promote efficient operations.

The role emphasizes scheduling accuracy, confidentiality, and exceptional customer service, with in-office collaboration across regions.

Qualifications

• Strong customer service skills and professional communication.
• Excellent written and verbal communication abilities.
• Ability to multitask, prioritize, and manage time effectively.
• Strong attention to detail and accuracy.
• Ability to collaborate across departments to resolve issues.
• Highly organized with the ability to manage multiple priorities.
• Maintain confidentiality of sensitive information.
• Experience with Microsoft 365 and data entry systems.
• Experience using ERP systems is preferred.

Responsibilities

• Engage patients using approved scripting and scheduling workflows.
• Coordinate patient deliveries and pickups with 3PL providers.
• Serve as the primary day-to-day contact for 3PL partners on scheduling.
• Resolve scheduling conflicts, service issues, and complaints promptly.
• Collaborate with regional logistics and warehouse teams for efficient execution.
• Schedule internal staff based on geography, needs, and workload.
• Organize workflows and appointments through ERP platforms.
• Document communications accurately in ERP and related systems.
• Communicate updates to internal stakeholders for planning.
• Maintain confidentiality of sensitive information and comply with procedures.
• Provide exceptional customer service as a point of contact for patients and partners.
• Assist with reporting, admin tasks, and process improvement initiatives.

Skills

Customer service

Communication

Multitasking

Attention to detail

Confidentiality

Organization

Team collaboration

Independent work

Education

High school diploma or equivalent

Tools

Microsoft 365

ERP systems

Data entry systems

Phone systems

Job description

JOB DESCRIPTIONApproved Opening StatementAt ROMTech, we are transforming rehabilitation through innovative technology and exceptional patient support. We are committed to helping patients achieve better outcomes through Clinician guided at-home rehab while delivering an outstanding experience throughout their recovery journey.ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.Position Title: Patient Scheduling CoordinatorDepartment: OperationsReports To: Director of Patient SchedulingLocation / Work Environment: In Office, ClearwaterWorker Classification: W-2 EmployeeFLSA Status: Non-ExemptJob Level: StandardJob PurposeThe Patient Scheduling Coordinator supports ROMTech's Operations team by coordinating patient scheduling activities, managing daily logistics communication, and ensuring the timely execution of deliveries and pickups. This role serves as a key liaison between patients, third-party logistics providers, warehouse teams, and internal departments to promote efficient operations, scheduling accuracy, and a positive patient experience. The position contributes to operational efficiency through proactive scheduling management, accurate documentation, and effective cross-functional coordination.Key ResponsibilitiesEssential DutiesEngage patients using approved scripting and scheduling workflows.Coordinate patient deliveries and pickups with third-party logistics (3PL) providers.Serve as the primary day-to-day point of contact for 3PL partners regarding scheduling and logistics activities.Resolve scheduling conflicts, service issues, and customer complaints in a timely and professional manner.Collaborate with regional logistics and warehouse teams to support efficient operational execution.Schedule internal staff based on geographic location, business needs, and workload requirements.Organize workflows, appointments, and scheduling activities through designated ERP platforms.Document all internal and external communications accurately within ERP and related systems.Communicate scheduling updates and changes to internal stakeholders to support effective time management and operational planning.Maintain confidentiality of sensitive patient, operational, and business information.Monitor scheduling activities to ensure accuracy, timeliness, and compliance with established procedures.Provide exceptional customer service while serving as a point of contact for patients and operational partners.Other FunctionsAssist with departmental reporting and administrative activities as needed.Support process improvement initiatives related to scheduling, logistics, and operational workflows.Participate in departmental meetings, training sessions, and professional development activities.Assist with special projects and cross-functional initiatives.Performs other related duties as assigned to support operational and business needs.JOB QUALIFICATIONSSkills and AbilitiesRequiredStrong customer service skills.Excellent written and verbal communication skills.Ability to multitask, prioritize responsibilities, and manage time effectively.Strong attention to detail and commitment to accuracy.Ability to collaborate effectively across departments to resolve operational challenges.Strong interpersonal communication and relationship-building skills.Highly organized with the ability to manage multiple scheduling priorities simultaneously.Ability to maintain confidentiality of sensitive information.Ability to work independently with minimal supervision.Basic computer proficiency, including Microsoft 365 applications and data entry systems.PreferredExperience utilizing ERP systems.Knowledge of scheduling, dispatch, logistics, or distribution operations.Familiarity with phone system platforms and communication technologies.Experience supporting customer-facing service operations.Work Experience RequirementsRequiredExperience in administrative support, customer service, scheduling, coordination, or a related operational role.PreferredPrior scheduling or dispatch experience.Experience in logistics, distribution, transportation, or healthcare operations.Experience coordinating multiple stakeholders and service providers.Education RequirementsRequiredNone identified as legally, regulatorily, accreditation, payer, or externally required.PreferredHigh school diploma or equivalent.License and Certification RequirementsRequiredNone identified as legally, regulatorily, accreditation, payer, or externally required.PreferredNo preferred certifications identified at this time.Physical Demands and Working ConditionsOfficeThe following describes the physical demands and work environment characteristics required to perform the essential functions of this position. These requirements are representative of those an employee may encounter while performing the job and are not intended to be an exhaustive list. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.Ability to sit at a computer terminal for an extended period.Moderate noise (i.e., phone calls, online meetings, computer audio).While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.Specific vision abilities required by this job include close vision requirements due to computer work.Regular, predictable attendance is required.Must be able to communicate clearly and professionally in both verbal and written formats.Must be able to engage in active listening and express ideas effectively in person, by phone, and via virtual meetings.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing [e-mail].