Scheduling Coordinator — Outgoing 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 (Outgoing 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 report: “Patients in Active Treatment Statuses Without a Future Appointment”
• Complete letters in the letter queue (excluding Treatment Coordinator new patient letters)

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