Scheduling Coordinator

Description

We are looking for an outgoing, organized and goal-oriented Patient Outreach & Scheduling Coordinator to help reconnect existing patients with our hearing care offices and keep provider schedules full.

This is a proactive, phone-focused position for someone who enjoys talking with people, building relationships and turning conversations into appointments. You will work with our existing patient database to identify individuals who may be due for follow-up care, updated hearing testing, newer technology or other services and personally reach out to help get them scheduled. This is not a cold-calling sales position. You will primarily be communicating with people who already have a relationship with our practices.

Job Type

Full-Time, 8 Hour Shift, Monday -Friday 9AM-5PM (No Weekends)

What You Will Do

• Make proactive outbound calls to existing patients to schedule appointments and reconnect patients who may be overdue for care.
• Help fill appointment openings across multiple office locations.
• Contact patients by phone, email and text using provided messaging and talking points.
• Identify patients who may benefit from follow-up appointments, updated testing or newer hearing technology.
• Support special patient events and targeted scheduling campaigns.
• Review office schedules and patient records to identify appointment opportunities.
• Follow up consistently with patients who were previously contacted but have not yet scheduled.
• Document conversations, appointments and outcomes accurately in our patient management system.
• Track outreach, appointments scheduled and results.
• Work toward individual and team scheduling and performance goals.
• Partner with our Marketing and Scheduling teams to identify new ways to reconnect patients and improve appointment activity.
• Occasionally assist with appointment confirmations and other scheduling needs.

Benefits

• 401(k) with a 4% match after a year
• Health, Dental and Vision Insurance
• FSA
• Life insurance
• Short- and long-term disability insurance
• AFLAC
• 9 Paid Holidays
• Paid Time Off
• Paid Birthday Day Off
• Employee Assistance Program (EAP)

What Makes Someone Successful In This Role

• Enjoys spending a significant part of the day communicating with people by phone.
• Is comfortable initiating conversations rather than waiting for calls to come in.
• Can build rapport quickly and communicate with warmth and confidence.
• Is comfortable working toward measurable goals.
• Stays positive and persistent when someone is not ready to schedule immediately.
• Is organized and able to manage multiple follow-up opportunities at the same time.
• Pays close attention to detail and documents information accurately.
• Is comfortable learning scheduling, CRM and patient-management software.
• Can work independently while also collaborating closely with a team.
• Handles patient and personal information with discretion.

Requirements

Experience in one or more of the following areas is helpful, but hearing healthcare experience is not required:

• Medical or dental scheduling
• Patient coordination or patient outreach
• Appointment setting
• Healthcare front office
• Call center or customer service
• Customer retention
• Inside sales
• Automotive service scheduling
• Hospitality or reservations
• Other high-volume scheduling or customer-facing roles

Systems experience

Experience working with CRM, scheduling, patient management or customer management software is preferred. Training will be provided on our systems.

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