Scheduling Coordinator

Come and join our team today and deliver exceptional patient experiences.

Westview Orthodontics is looking for a passionate and energetic Scheduling Coordinator to join our well-established practice in North Vancouver, BC
Westview Orthodontics - Dr Tom Moonen & Dr Lenore Louie have been providing exceptional Orthodontic Treatment on the North Shore for the past 25 years. Our goals include continually strengthening the patient-doctor relationship, fostering an inclusive culture, and fully supporting our team members.

**About the role**:
The Scheduling Coordinator is a key member of the administrative team, accountable for creating positive patient experiences, managing patient files, and ensuring the optimization of patient flow. The Scheduling Coordinator works diligently to provide as much consistency of care as possible while meeting the scheduling requirements of the Doctors, the clinical staff, and the patients. Frequently problem-solving, the Scheduling Coordinator is the central point of contact for patients and families, the clinical team, and referral sources.

**What you will benefit from**:

- Competitive Salary
- Monday to Thursday work week, with no evenings or weekends, promoting work life balance.
- Paid Time Off and Paid Holidays.
- A competitive total rewards package with an employee benefits program that includes extended health coverage, PLUS an additional health spending account and an employee & family assistance program.
- Uniform allowance & free parking
- Complimentary orthodontic treatment and post-orthodontic service coverage for permanent team members and their immediate family members

**What you will be doing - key responsibilities**:

- Greet patients as they arrive and make them feel welcome.
- Book appointments for new and returning patients utilizing the appropriate scheduling templates.
- Filling openings as necessary and discussing any major changes with the clinical team.
- Manage patient statuses and ensure that appointments are booked or archived accordingly.
- Enter relevant patient information into the computer and file all incoming correspondence and x-rays once they have been scanned.
- Manage active patient files and archive files for patients who are no longer in treatment.
- Confirm that appointment reminders are being sent out, follow-up with unconfirmed appointments, and reschedule no-shows.
- Take payments received at the front desk, post them, and provide receipts to the patients.
- Answer the telephone to direct calls, take messages, assist with patient emergency calls and answer general inquiries.
- Assist with maintaining the front desk and waiting area, seasonal decorations, and general tidying.
- Be an active participant in staff meetings and committee meetings.
- Work cohesively with fellow team members to provide an atmosphere of trust, mutual respect, and cooperation.
- Perform other tasks as assigned by the Doctor and Practice Manager.

**About you**:

- You are an excellent communicator who brings enthusiasm and passion to every interaction.
- You enjoy organization and planning.
- Being able to multi-task/work in a fast-paced environment
- You thrive on the challenge of managing competing priorities.
- You care about providing excellent customer service and positive patient experiences.

**What you bring - qualifications**:

- Two years of administration experience within a clinical setting (preferred)
- Experience working in a medical, orthodontic, or general dental clinic (preferred)
- Working knowledge of Microsoft Office suite; proficiency with orthodontic management software systems is an asset.
- Exceptional interpersonal and communications skills (verbal and written), with a proven ability to build strong relationships and rapport with patients, parents, doctors, fellow team members and the community.
- Keen attention-to-detail and time management skills.

**How to Apply**:
CAD