Job Information
State College Othodontics Scheduling Coordinator - Outbound in State College, Pennsylvania
Scheduling Coordinator --- Outbound Coordinator
Company: State College Orthodontics Location: State College, PA Work Location: In person Job Type: Full-time Expected Hours: 32+ hours per week
Overview
We are seeking a dependable, detail-oriented Scheduling Coordinator (Outbound Coordinator) to support our front office communications and scheduling workflow. This role is responsible for outgoing patient communication via phone, text, and email, and helps keep the schedule running smoothly through timely follow-up, strong organization, and excellent customer service.
Reports To
Doctor / Practice Manager
Schedule
- Monday--Friday | 7:20 AM -- 4:40 PM
- Lunch: 11:40 AM -- 12:40 PM (dependent on patient care needs)
- Alternating administrative day(s) off (as scheduled)
Key Responsibilities
Morning Duties
- Turn on music
- Turn on the "Sign In" computer
- Water outdoor flowers (seasonally)
- Ensure reception area is neat and tidy, including the patient restroom
- Ensure the beverage station is stocked and tidy
- Respond to all voicemails, texts, and emails
Daily Tasks
- Respond to incoming text messages in a timely manner
- Check patients in through Weave (2nd check-in support)
- Complete voicemail/text follow-up every 15 minutes to 1 hour maximum
- Support inbound cancellation and rescheduling calls (2nd person support)
- Run the daily reports as assigned.
- Complete letters in the letter queue
Afternoon Duties
- Clean bathrooms and reset/tidy the reception area
- Restock the beverage station and reception area as needed
- Stock Bird Feeder Box (weekly)
- Turn off music
- Turn off the "Sign In" computer
Backup & As-Needed Tasks
- Run the Morning Meeting Report if the Inbound Coordinator is absent
- Complete care calls as requested by the doctor
Professional Relations & Office Engagement
- Support practice marketing and office experience initiatives, including items such as:
- Shirts/apparel coordination
- Birthday celebrations (cakes, etc.)
- In-office drawings/contests
- Office decorations and seasonal displays
- Open houses and special events
- Children's space upkeep and engagement
- Supporting office TV/movies as applicable
- Assist with gift preparation and distribution as needed
Teamwork & Additional Duties
- Participate actively in staff and committee meetings
- Take staff meeting notes and assist with agenda creation
- Work cohesively with team members to maintain an atmosphere of trust, respect, and cooperation
- Perform additional duties as assigned by the doctor/management
Qualifications
- Minimum of 1 years of customer service experience (dental/orthodontic experience, preferred)
Skills & Abilities
Interpersonal Skills
- Strong rapport-building skills with patients, parents, doctor, team members, and community partners
Written Communication
- Strong letter composition and professional written communication skills
Verbal Communication
- Clear, effective communication in person and over the phone
- Pleasant, professional telephone presence
Problem Solving & Scheduling
- Strong problem-solving skills and gentle persuasion to schedule effectively and consistently follow up