Appointment Scheduler

Position Overview

WrightChat is seeking a highly organized, detail-oriented, and tech-savvy Scheduling Coordinator to manage patient scheduling for multiple orthodontic practices across the country. This remote position is critical to ensuring operational excellence, outstanding patient experience, and optimal appointment flow for our clients.

The Scheduling Coordinator will work within various orthodontic practice management systems (PMS), manage appointment calendars, confirm and reschedule appointments, and maintain meticulous digital records. This is not a basic call handling role - it requires a high level of autonomy, critical thinking, precision, and proactive decision-making. You will be the bridge between our virtual support team and the clinical offices we serve.

Haley Brewer, Team Supervisor, will oversee this role directly and lead the training process. She will also determine whether the candidate successfully meets expectations and should continue in the role.

Key Responsibilities

• Manage scheduling workflows for multiple orthodontic practices simultaneously.
• Ensure accuracy of all appointments, including correct provider, procedure, and time slot.
• Maintain up-to-date patient records and notes in each client's PMS.
• Respond promptly to scheduling requests and changes via phone, chat, or email.
• Coordinate with clinical teams to ensure efficient patient flow and provider availability.
• Identify scheduling gaps or inefficiencies and recommend solutions.
• Follow up with patients who missed or cancelled appointments.
• Support virtual call agents by helping resolve complex scheduling issues.
• Maintain HIPAA compliance and confidentiality at all times.
  
  

Must-Have Skills & Qualities

• High IQ: Able to grasp complex systems quickly, make connections, and think strategically.
• High EQ: Empathetic communicator with a calm, patient-first mindset.
• Critical Thinking: Strong analytical and decision-making abilities under pressure.
• Time Management: Thrives in a fast-paced, high-volume remote environment with minimal oversight.
• Attention to Detail: "Hyper-detail-oriented" with near-perfect accuracy in record keeping and scheduling.
  
  

Technical Proficiency

• Fluent with PC workstations, dual monitors, and remote communication tools.
• Quick learner of orthodontic PMS (such as Cloud9, Dolphin, Ortho2, etc.).
• Able to document in real-time with zero spelling or grammatical errors.
• Memory & Retention: Able to quickly learn and retain unique office protocols for multiple practices.
• Adaptability: Able to handle shifting priorities, multiple client preferences, and rapid transitions.
• Professional Communication: Clear, polite, and efficient communicator - both written and verbal.
• Language: Must speak and write fluent, articulate English.
  
  

Preferred Qualifications

• Experience working with orthodontic or dental PMS.
• Prior experience in a scheduling or front office role in healthcare.
• Background in virtual patient coordination or healthcare customer service.
• Familiarity with HIPAA and healthcare compliance protocols.
• Experience working in a multi-practice support capacity is a strong plus.
  
  

Work Set-up: Onsite

Work Location: Ortigas

Work Schedule: Monday - Friday (Night Shift)