Orthodontic Reception and Scheduling Coordinator - Austin Orthodontics - Austin, TX

At Austin Orthodontics, we believe exceptional orthodontic care begins the moment a patient connects with our practice. We are seeking a Reception and Scheduling Coordinator to join our patient care team and serve as the welcoming face, voice, and organizational anchor of our office. This role is integral to creating a warm, efficient, and stress-free experience for our patients and families. The ideal candidate is service-oriented, highly organized, and energized by helping people navigate their orthodontic journey with confidence and ease. Position Overview The Reception and Scheduling Coordinator is the primary point of contact for our patients—both in person and through phone, text, and digital communication. This individual manages scheduling, supports treatment-related inquiries, and acts as a liaison between patients and our clinical team to ensure smooth daily operations and an outstanding patient experience. Primary Responsibilities Serve as the first impression of Austin Orthodontics, greeting all patients and families with warmth and professionalism Act as the primary phone contact , confidently answering questions, resolving concerns, and directing inquiries appropriately Schedule, confirm, and reschedule appointments using phone, text, email, and in-person communication Manage two-way patient communication via text messaging and our phone system/app Maintain expert-level understanding of the daily schedule and actively manage patient flow and office efficiency Collaborate closely with the clinical team to ensure a seamless, convenient, and low-stress treatment experience for patients Additional Responsibilities Serve as a key member of the New Patient Team , including: Obtaining prior records and X-rays Coordinating referrals from our network of dental providers Process payments both in person and over the phone Manage the New Patient email inbox and respond promptly to inquiries Assist patients who are starting treatment with contracts and electronic documentation Run and act upon reports from practice management software Contribute ideas for marketing and community engagement, including social media and sponsored events Skills & Attributes We Value A genuine, outward-focused sense of joy, humility, and positivity when serving patients and families Deep appreciation for the financial, logistical, and emotional investment patients make during orthodontic treatment A strong “above-and-beyond” customer service mindset Exceptional listening skills and the ability to resolve issues independently or through effective collaboration with teammates Outstanding organization, attention to detail, and memory Ability to understand and manage complex scheduling structures, treatment progression, and doctor time philosophy Willingness to evaluate existing processes and suggest improvements Preferred Qualifications Prior orthodontic experience in a front office or chairside assistant role Experience with Dolphin Management Software Working knowledge of orthodontic and dental insurance plans Some college coursework or a completed college degree Schedule & Employment Details Full-time position (34–36 hours per week) “Sliding schedule” with rotating Monday–Thursday / Tuesday–Friday workweeks Occasional additional workdays (1–2 per month), typically during the summer At Austin Orthodontics, we are committed to fostering a positive, collaborative workplace where team members are valued and patients feel genuinely cared for. If you take pride in exceptional service and thrive in a fast-paced, people-centered environment, we would love to meet you. Job Type: Full-time Pay: From $22.00 per hour Benefits: 401(k) 401(k) matching Employee discount Health insurance Paid time off Vision insurance Application Question(s): Do you have dental or orthodontic office experience? Work Location: In person

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