Scheduling Coordinator - Front Desk

Scheduling Coordinator - Front Desk Pinole Valley Orthodontics About the

Position:

We're seeking a dependable, friendly, and detail-oriented Scheduling Coordinator (SC) to join our orthodontic team. The SC is responsible for managing patient scheduling, providing appropriate documents and obtaining necessary signatures. All front-office team members are expected to be bilingual in English and Spanish and to maintain professionalism, confidence, and courtesy in every patient interaction. As the primary face and voice of the practice, the Scheduling Coordinator brings an added level of energy, warmth, and enthusiasm to the role. This position requires someone who is naturally bubbly, engaging, and able to make patients feel welcomed and at ease while maintaining a calm, confident, and professional presence at all times. You'll be the first point of contact for our patients and play a vital role in ensuring smooth daily operations. The Scheduling Coordinator is expected to present themselves in a polished, well-groomed, and professional manner, reflecting the standard and image of our practice.

Reports To:

Office Manager Education / Experience Previous experience in orthodontics or dentistry is preferred but not required. We are open to motivated candidates who are fast learners, dependable, and eager to grow within a professional orthodontic environment. Training will be provided for the right candidate.

Skills / Abilities

Excellent interpersonal and communication skills with patients, parents, doctors, and staff. Strong organizational and the ability to multitask in a fast-paced environment Professional, confident, and pleasant telephone manner Effective written communication and basic proficiency Tactful scheduling and problem-solving skills Bilingual (English/Spanish) required Positive, energetic, and patient-focused demeanor Maintains a polished, well-groomed, and professional appearance

Primary Responsibilities:

Patient Scheduling & Coordination Welcome patients with professionalism and care. Maintain accurate records, and referral sources. Schedule appointments according to office policy to ensure efficient patient flow. Follow up on missed or canceled appointments. Coordinate with the Treatment and Financial Coordinators for patient updates, recalls, and accounts. Track new patient calls and assist with practice growth initiatives. Review charts regularly to confirm ongoing scheduling and treatment progress. Telephones Answer calls promptly (within two rings) using a warm, professional tone. Assess caller needs, take accurate messages, and handle multi-line phones efficiently. Record and follow up on voicemails and inquiries daily. Front Desk / Administrative Tasks Maintain organized front-desk systems and records. Generate daily schedules, reports, and communication logs. Sort and distribute mail; prepare materials for morning meetings. Maintain front-desk statistics and assist with administrative tasks as needed.

Daily & Weekly Operations Open/Close Office:

Prepare computers, check messages, update schedules, and ensure workspace readiness. Throughout the

Day:

Manage check-ins/check-outs, confirm appointments, handle emails and referrals, send patient gifts and thank-you cards.

End of Day:

Clean and organize workspace, secure office, and set phones to night mode.

Weekly Tasks:

Work from staff action lists, manage petty cash, order meeting lunches, archive and purge charts, and maintain prize inventory. Why Join Our Team? We're a patient-centered, community-focused orthodontic practice that values professionalism, kindness, and teamwork. Our team takes pride in creating a welcoming, supportive environment for both patients and staff. If you're eager to grow in a specialty practice and thrive in a collaborative setting, we'd love to meet you. We look forward to reviewing your application and will reach out to qualified candidates.

Job Type:

Full-time Pay:

$18.00 - $23.00 per hour

Benefits:

Dental insurance Employee discount Flexible schedule Health insurance Parental leave

Language:

Spanish (Required)

Work Location:

In person