Job Title: Patient Scheduling & Reactivation Coordinator
Position type: Full-Time
Work hours: 9:00 AM to 5:00 PM Central Daylight Time
Work days: Monday to Friday
Salary: $5 - $6 per hour, depending on experience
Job code: JM-RS
Workplace: Remote
Preferred Candidate Location: Philippines
Our client is seeking a confident, proactive, and highly organized Patient Scheduling & Reactivation Coordinator to support patient outreach, appointment scheduling, and lead follow-up efforts for a growing dental practice.
This role is critical to helping the practice reconnect with inactive patients, improve scheduling consistency, and reduce missed revenue opportunities. The practice currently has thousands of dormant or unscheduled patients in its system, creating a major opportunity for someone who is skilled in outbound calling, patient engagement, and appointment conversion.
As the Patient Scheduling & Reactivation Coordinator, you will focus primarily on patient reactivation campaigns, Medicaid intervention list management, and lead follow-up efforts from Google and social media campaigns. You will also assist with light insurance verification for urgent scheduling needs and provide administrative support when needed.
The ideal candidate is comfortable spending most of the day on the phone, building rapport quickly, handling objections professionally, and encouraging patients to move forward with scheduling. Strong communication skills, confidence in outbound calling, and prior experience using Open Dental are essential for success in this role.
This is an excellent opportunity for someone who enjoys patient interaction, thrives in goal-oriented environments, and takes pride in helping improve patient engagement and operational efficiency.
Scope of Work / Responsibilities
Patient Reactivation & Scheduling
- Contact inactive or dormant patients to encourage appointment scheduling
- Re-engage patients with unscheduled or unfinished treatment plans
- Schedule and confirm patient appointments efficiently
- Handle patient objections and scheduling hesitations professionally
Medicaid Intervention List Management
- Follow up with assigned patients who have not yet scheduled appointments
- Manage outreach workflows and scheduling coordination
- Import Medicaid intervention list data into Open Dental
Lead Follow-Up
- Contact incoming leads from Google and social media retargeting campaigns
- Follow up with patients who missed, canceled, or broke appointments
- Maintain accurate communication notes and patient updates within the system
Insurance Verification & Administrative Support
- Assist with light insurance verification for last-minute scheduling needs
- Support administrative and operational tasks when the patient coordinator is unavailable
- Help maintain organized scheduling and patient communication workflows
Top 3 Priorities
1. Patient Reactivation
Reconnect with inactive patients and convert outreach efforts into scheduled appointments.
2. Medicaid Intervention List Management
Consistently follow up with assigned patient lists and maintain organized scheduling workflows.
3. Lead Follow-Up
Respond to and nurture incoming leads while re-engaging missed or broken appointments.
Key Performance Indicators (KPIs)
- Number of outbound calls completed
- Number of appointments successfully booked
- Audit acceptance rate
Required Skills and Experience
- Strong English communication skills with a confident and professional phone presence
- Previous experience with appointment setting, patient scheduling, or outbound calling
- Ability to handle objections and guide conversations toward booking appointments
- Comfortable making a high volume of outbound calls daily
- Experience working in dental or healthcare environments preferred
- Strong organizational and follow-through skills
- Ability to work independently and remain motivated in a remote environment
Required Systems & Tools Experience
Must-Have Experience
- Open Dental (primary dental practice management software)
- Strong phone communication and objection-handling ability
Preferred Tools
- Dental Intel
- CRM or patient scheduling systems
- Basic insurance verification workflows
Ideal Candidate Profile
The ideal candidate is:
- Friendly, persuasive, and confident on the phone
- Goal-oriented and proactive
- Comfortable handling patient objections and scheduling hesitations
- Organized and detail-oriented
- Reliable and consistent with follow-up tasks
- Able to maintain professionalism during difficult conversations
- Comfortable learning and adapting to practice workflows
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.