What are the responsibilities and job description for the Appointment Setter position at Smile Makeover?
About Us
Smile Makeover is a high-end cosmetic dental office in Richardson, Texas. We run aggressive Instagram campaigns and get 100 DMs every day from people interested in improving their smiles. We’re not a basic “front desk” office—we’re a fast-moving, high-energy cosmetic practice looking for someone who loves talking to people, can manage a high volume of messages, and has the emotional intelligence to guide patients into the next step.
Role Overview
We’re hiring an Appointment Setter whose main job is to turn Instagram DMs into booked video consultations.
You will:
- Nurture incoming Instagram DMs in a relatable, friendly, and human way
- Within 3–5 messages, confidently and naturally get the patient’s phone number
- Move the conversation into Weave (texting platform)
- In Weave, get:
- Photos of the patient’s smile/teeth
- Their budget range
- What they’re looking to get done (veneers, smile makeover, implants, etc.)
- Once you have that information, schedule video consultations with our doctor or treatment coordinator
This is a high-communication, high-multitasking role. You’ll be managing many conversations at once, tracking where each person is in the process, and keeping everything organized and moving forward.
Key Responsibilities
- Respond quickly and warmly to incoming Instagram DMs from potential patients
- Build rapport in a non-pushy, non-scripted way while still guiding the conversation
- Within 3–5 messages, transition from DMs to getting a phone number
- Continue the conversation via Weave text, requesting:
- Smile photos (selfies, close-up of teeth)
- Budget expectations
- Desired treatment (whitening, veneers, full smile makeover, etc.)
- Ask smart, empathetic questions to understand the patient’s goals and concerns
- Schedule video consultations with the doctor or treatment coordinator once pre-screen info is gathered
- Keep detailed notes in our systems so the doctor/treatment coordinator is prepared for each call
- Follow up with patients who haven’t replied or finished sending photos/info
- Work closely with the front desk and treatment coordinator to keep the schedule full and organized
What We’re Looking For
Must-Haves:
- High emotional intelligence – you know how to read people, match their energy, and respond with empathy
- Strong written communication skills, especially in a casual, social-media style tone
- Comfortable managing many conversations at once (we get ~100 DMs per day)
- Ability to multi-task under pressure without dropping details
- Tech-comfortable: Instagram, texting platforms (Weave), basic office software
- Organized and detail-oriented, able to track where each patient is in the funnel
- Problem-solver mindset: you don’t just answer questions—you move people to the next step
Nice-to-Haves (but not required):
- Experience in a dental office, med spa, or other high-ticket service industry
- Background in customer service, sales, or social media DMs
- Familiarity with cosmetic dentistry terms (veneers, crowns, implants, smile makeover, etc.)
Personality Fit
You’ll thrive in this role if you:
- Love messaging, chatting, and connecting with people online
- Can be relatable and friendly while still being purposeful and goal-driven
- Enjoy fast-paced environments and high volume
- Feel comfortable guiding people toward booking, not just answering questions
- Like being the “first touch” that sets the tone for the entire patient experience
Schedule & Compensation
- Full-time position (in-office in Richardson, TX)
- Some evening or peak hours may be needed to match DM activity
- Training provided on our voice, workflow, and dental basics
Pay: $14.00 per hour
Work Location: In person
Salary : $14