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[Hiring] Appointment Scheduling Specialist @HIP

The New Patient Scheduling Specialist is critical in driving our success by consistently engaging with warm leads through calls, texts, and emails. Their primary responsibility is to schedule high-quality appointments on the practice's calendars, ensuring a seamless and world-class experience for all involved. Every interaction, whether outbound or inbound, is an opportunity to secure new orthodontic or dental patients. The ideal candidate possesses a strong "assume the sale" mentality, working diligently to meet and exceed goals while upholding the highest service and partner satisfaction standards.

RESPONSIBILITIES

Conduct a high volume of outbound calls to potential patients to generate interest and secure appointments.
Follow up consistently with new and warm leads through calls, texts, and emails, ensuring no missed opportunities.
Handle inbound calls from potential patients, providing information and addressing their needs.
Maintain detailed and accurate notes on all leads to ensure seamless follow-up and tracking.
Adhere to a structured daily workflow with minimal supervision, ensuring all tasks are completed efficiently.
Manage and oversee multiple practice pipelines using HighLevel, ensuring leads are nurtured and progressed according to established guidelines.
Contact all new and warm leads daily, adhering to pipeline management protocols to maximize conversion rates.
Schedule high-quality leads onto the practice's calendars, ensuring appointments are well-coordinated and aligned with the practice's availability.
Foster and maintain a professional and productive relationship with the primary contact for each assigned practice.
Report all set appointments at the end of each day to ensure accurate tracking and communication with the team.
Provide real-time feedback on any concerns or obstacles encountered with accounts, escalating to the appropriate department as needed.
Participate in daily team meetings, contributing insights and updates to improve team performance.

REQUIREMENTS

Experience: Proven experience in a high-volume outbound calling or sales role, preferably within healthcare.
Communication Skills: Excellent verbal and written communication skills, with the ability to engage and build rapport with potential patients and partners.
Bilingual (English/Spanish)
Organization: Strong organizational skills, with the ability to manage multiple tasks, leads, and pipelines simultaneously.
Self-motivation: Highly self-motivated and able to follow a structured daily workflow with minimal supervision.
Technical Proficiency: Proficient in using CRM systems, particularly HighLevel, and communication tools such as email, text messaging, and phone systems.
Detail-oriented: Meticulous attention to detail, ensuring accurate record-keeping and thorough follow-up on all leads.
Customer Service: A strong commitment to providing a world-class experience for partners and potential patients, focusing on exceeding expectations.
Problem-solving: Ability to identify and escalate concerns or blocks in the process, with a proactive approach to finding solutions.
Time Management: Effective time management skills, with the ability to prioritize tasks and manage a high volume of leads daily.
Team Collaboration: Ability to work collaboratively with team members and other departments, participating in daily meetings and contributing to overall team success.

ABOUT HIP

At HIP, we don't have clients—we have partners. Everything we do is rooted in a collaborative mindset, where we grow together and succeed together. Our core values aren't just words on a slide; they're how we show up every day to make a difference for our partners, their teams, and their communities.

Bring Your Genius

What are you passionate about? What gets you in a flow state where work doesn't feel like work? Everyone here has something they're great at—a zone where they can bring energy, passion, and focus. That's your genius. It's not about just showing up; it's about showing up with purpose and using your unique talents to push us all forward.

Elevate Others

Success isn't about climbing the ladder alone. It's about lifting others up along the way. Whether it's mentoring a teammate, helping a partner's team crush their goals, or just stepping in to support someone, we're here to make sure everyone around us wins. Elevating others isn't just a nice idea—it's how we get better together.

Drive Value

It's not about just checking the boxes. It's about asking, is this actually working? Does this help our partners succeed? If something's not driving value, we rethink it. We're here to add real, measurable results—not fluff. And sometimes, that means going beyond the usual playbook to figure out what's best for this partner, right now.

Own It

This is simple: take responsibility. If you're in a role, own it. If something needs fixing, fix it. No passing the buck. We trust every person here to show up, take charge, and deliver. It's not about perfection; it's about stepping up and doing the work—together.

These aren't just ideas—they're what make us HIP. Let's live them out every single day.

Brand Promises

At HIP, these promises guide how we serve our partners every day. They reflect what we stand for and how we ensure meaningful impact.

We Are More Than Marketing

It's not just about running ads or generating leads. That's just the starting point. HIP goes deeper to help partners grow their practices, strengthen their teams, and build scalable systems. Marketing is only one piece of the puzzle. The bigger picture is about transforming practices for long-term success.

We Provide a Holistic Approach

Everything in a practice is interconnected—operations, team structure, marketing, and patient experience. HIP takes a step back to look at the full picture. It's not about quick fixes but about ensuring that every piece works together to create sustainable growth.

We Provide a White Glove Experience

HIP aims to deliver an elite level of service in every interaction. Whether it's a call, a meeting, or a solution, partners should feel valued and supported at every step. It's about creating an experience where partners know their success is always the priority.

We Go Beyond the Business

HIP is focused on building real relationships with partners. It's not just about numbers or transactions—it's about understanding their goals, challenges, and vision. When there's trust and connection, the partnership goes beyond just business. It creates a foundation for mutual success.

BENEFITS

401(k) matching
Dental Insurance
Health Insurance
Vision Insurance
Life Insurance
PTO eligibility after 90 days of hire (10 vacation days the first year of service, unlimited PTO starting year two, flexible partial days, and sick/ personal days)
Remote position

SCHEDULE