Job Summary

The Appointment Scheduler is a critical front-line role responsible for managing all aspects of the appointment book. You will be the first point of contact for our clients, coordinating schedules, providing essential information, and ensuring an optimal flow of daily operations. The ideal candidate is a customer-service superstar with excellent communication skills and the ability to thrive in a fast-paced environment.

Key Responsibilities

Schedule, reschedule, and confirm appointments via phone, email, and online booking systems.

Greet customers/patients warmly and gather all necessary information to ensure the appointment is booked correctly.

Provide clear and accurate information about our services, practitioners, policies, and pricing.

Manage the appointment calendar efficiently to maximize schedule utilization and minimize gaps or overbooking.

Send out appointment reminders (via phone, text, or email) and follow up on missed appointments.

Maintain and update customer records in our database or practice management software with a high degree of accuracy.

Coordinate with team members and service providers to manage schedule changes, emergencies, and urgent requests.

Process payments or collect insurance information as needed.

Handle customer inquiries and resolve scheduling conflicts with patience and professionalism.

Required Skills and Qualifications

High school diploma or equivalent.

Proven experience as an appointment scheduler, receptionist, or in a similar customer service role.

Excellent verbal and written communication skills with a clear and pleasant phone manner.

Strong computer proficiency and experience with scheduling software (e.g., [Specific Software like Mindbody, Athenahealth, Salesforce Service Cloud]), Microsoft Office, or similar systems.

Exceptional organizational and time-management skills.

High attention to detail and accuracy when entering information.

Ability to multitask, prioritize, and work effectively under pressure.

A customer-centric attitude with a problem-solving mindset.

Preferred Qualifications (Nice-to-Haves)

Experience in [Your Industry, e.g., healthcare, veterinary, beauty/salon, automotive].

Knowledge of industry-specific software or Electronic Health Records (EHR) systems.

Bilingual skills are a plus.

What We Offer

Competitive hourly wage/salary.

[For applicable roles:] Performance-based incentives or bonuses.

Comprehensive benefits package (health, dental, vision, 401(k)) for full-time employees.

Paid time off and holiday pay.

Positive and supportive team environment.

Opportunities for growth and advancement within the company.

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