What are the responsibilities and job description for the Appointment Scheduling Specialist-Medical Practices (Orthodontic & Dental Marketing Agency) position at HIP?
The Appointment Setter Specialist plays a critical role 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 partners' calendars, ensuring a seamless and world-class experience for all involved. Every interaction, whether outbound or inbound, is treated as an opportunity to secure new orthodontic or dental candidates. The ideal candidate possesses a strong "assume the sale" mentality, working diligently to meet and exceed goals while upholding the highest standards of service and partner satisfaction.
RESPONSIBILITIES
- Conduct a high volume of outbound calls to potential orthodontic patients to generate interest and secure appointments.
- Follow up consistently with new and warm leads through calls, texts, and emails, ensuring no opportunities are missed.
- Handle inbound calls from potential orthodontic 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 orthodontic practice pipelines using PracticeBeacon (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 partners' calendars, ensuring appointments are well-coordinated and aligned with partners' availability.
- Foster and maintain a professional and productive relationship with the primary contact for each assigned partner.
- 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.
- Actively 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 the dental, or orthodontic industry.
Communication Skills: Excellent verbal and written communication skills, with the ability to engage and build rapport with potential patients and partners.
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 PracticeBeacon (HighLevel), as well as 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, with a focus 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
HIP Creative Inc. is the leader in orthodontics marketing & growth strategies, and we are built to win!
Our team of expert consultants, creatives, marketing professionals, and engineers work
alongside clients and their teams to create highly profitable and sustainable growth for their businesses.
We work hand-in-hand with our clients to implement powerful tools, hands-on training, and our tried-and-true framework that empowers clients to profitably provide top-notch care and impeccable service.
Our Values
These 3 core values are the foundation of our organization, and you'll see them reflected in every interaction with our team.
Hunger
Hunger is a powerful fuel, particularly for a smaller organization competing against larger, competitors with more resources. Team members with a hunger for knowledge and personal growth are key to our future. When resources are limited, motivated, and hungry people will find a way — both as individuals and as members of our team.
Integrity
Integrity is the foundation of any successful enterprise. Integrity is not just founded in honesty, but on accountability, transparency, and a commitment to deliver on promises. While mistakes are inevitable in a young, growing company, even our mistakes can help lead to progress and greater excellence. A commitment to progress through integrity is paramount.
Passion
People can increase their knowledge and develop skills. Passion, energy, and talent, however, are unique and invaluable. A person who brings passion, energy, and talent to our organization helps contribute to a vibrant atmosphere of creativity and productivity. He or she contributes to who we are. These traits serve to enhance skills brought to our team.
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 (You MUST be located in the US.)
Schedule:
- 8-hour shift (You will be expected to track time.)
- 8 am- 5 pm CST
- Monday to Friday
