Scheduling Coordinator

Carlson Orthodontics•Duluth, MN

23h•Onsite

About The Position

Carlson Orthodontics is a full-service, forward-thinking orthodontic practice dedicated to patient-centered care. We focus on creating a positive, personalized experience for every patient and their family, in addition to delivering exceptional orthodontic treatment. We have been recognized with multiple awards, including BusinessRate BEST of 2026, Duluth CommunityVotes Platinum award for Best Orthodontist in 2025 and 2024, and multiple accolades from the Duluth News Tribune’s Best of the Best awards for customer service, company culture, and dental services.

Requirements

Strong customer service background
Excellent people skills and enthusiasm
Shares the passion, vision and values of our practice
Positive, high energy, dependable, marketing and referral minded, articulate and focused individual
Enjoys working within a team and desires a positive, upbeat work environment
Exceptional customer service skills
Computer literacy
Independent work ethic
Ability to anticipate team and doctor needs
Respectful to fellow team members, patients, and the doctor
Genuinely nice and kind and has integrity
Intelligent, humorous, detail oriented, confident, calm, accurate, fast
Receives and uses constructive criticism to his or her advantage
Remains focused under pressure
Eager to learn, and learns quickly
Understanding of best practices in the industry as it relates to schedule coordination and patient intake
Excellent written and oral communication skills
Compassion and high level of service for our patients, parents, and staff
Integrity, always doing the right thing
Dependable, reliable to be at work when scheduled
Attention to detail
Able to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines
Professional manner and appearance at all times
Computer skills: Microsoft office and Web Browser
Telephone skills: Proper telephone etiquette and information gathering skills
High-School Diploma Required
1-3 Years Relative Experience

Nice To Haves

Experience answering phones and scheduling patient appointments in the medical or dental field
Prior management experience

Responsibilities

Acting as the main point of contact for communicating with patients regarding scheduling
Assisting patients and/or parents by phone, email, and in person
General administrative duties
Preparing the office for the day
Tidying the office throughout the day and at the end of the day
Preparing and mailing letters to patients who need appointments
Following up with patients who have missed appointments
Greeting patients as they come into the office
Processing payments
Patient contract review
Following up on late payments
Gathering insurance information
Schedule, authorize and send pertinent medical records/orders for appointments
Maintain a positive and friendly attitude and deliver excellent customer service to patients
Coordinate patient schedule and flow for the practice and maintain schedules with accuracy and attentiveness
Be receptive to training and coaching on best practices
Maintain an organized working space
Coordinate with other team members and doctors as needed for scheduling issues or questions
Other duties as required as they relate to the position