Appointment Coordinator

Pay rate: up to $22 per hour, DOE

Full-time, 1099 position

Remote

8am-5pm Pacific Standard Time, Mon-Fri

Mission/Purpose: 

This is a unique position in that the Appointment Coordinator will be working directly with an impactful team of natural health and wellness advocates in an all-virtual practice that focuses on healing type 2 diabetes, to serve as the initial contact for prospective patients via telephone, text and email, and assists them in a manner consistent with Botelho Chiropractic’s customer service standards.

The Appointment Coordinator connects potential patients with the admissions team, managing appointment and prospective patient information flow and supporting both sales and operations. This person in this position addresses queries, manages issues calmly, and communicates effectively. 

Accountabilities: 

Job-specific

1. Maintains and updates practitioner and admissions team’s schedules daily on PracticeBetter.
2. Operates computer and phone system to appropriately and accurately schedule, change, cancel, coordinate, and confirm Day 1 and Report of Findings appointments for patients and prospective patients.
3. Schedules and instructs patients on preparations for upcoming appointments and follow-ups.
4. Sends emails with appropriate forms, questionnaires, and instructions to patients to educate, inform or receive feedback about their appointment and or procedures.
5. Verifies and updates patients’ insurance information and demographic information in our systems.

Team and Practice-specific

1. Regular attendance to work and meetings is required in order to carry out the essential functions of the position.
2. Reviews and meets ongoing competency requirements of the role to maintain the skills, knowledge and abilities to perform, within scope, role specific functions.

Requirements

Skills to excel: 

1. Relationship-building skills
2. Influencing skills
3. Telephone communication and etiquette skills
4. Strong attention to detail
5. In-depth computer knowledge of practice management software (PracticeBetter)
6. Ability to market the practice
7. Excellent verbal skills with patients and staff
8. Overall understanding of office philosophy and systems
9. Self-directed

Technical Knowledge (Required) 

• Google Suite (Drive, Docs, Sheets, Slides) 
• Google Voice (or similar VOIP service)
• Zoom
• PracticeBetter (or similar practice management software)
• Slack

Technical Knowledge (Preferred) 

• GoHighLevel (or similar CRM)
• Facebook Pages and Messaging 

Key Performance Goals

• No-show, reschedule and cancellation percentage less than 5% every month 
• Key information checklist on each prospective patient is completed and communicated to the Admissions team 24 hours before appointment time.

Qualifications (Must haves): 

• 2+ yrs of Customer Service Representative experience, or similar roles
• Experience or extensive training in front desk management or client-facing service roles
• Native English speaker, with natural fluency and diction.

Qualifications (Nice to haves): 

• Project Management experience 
• Experience in the health and wellness industries

Leadership/Self-Direction Responsibility

It is expected that the Appointment Coordinator will perform any function asked of them knowing that they will never be asked to do anything that is illegal, immoral, or unethical. We stand by the vision of the organization to provide an atmosphere of continuous learning and of mutual support where everyone bands together as a team to provide the utmost care to our patients while honoring each other.

Equal Opportunity Employer 

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. 

As an equal opportunity employer, Botelho Chiropractic complies with all applicable laws, rules and regulations preventing discrimination against job applicants based on: race, ethnicity, religious beliefs, gender, gender identity, age, veteran status, marital status, physical challenges, or any other relevant factor.