Job Description

Position Summary:

The Scheduling amp; Marketing Coordinator plays a vital role in ensuring a smooth, positive experience for patients and staff at Annapolis Orthodontics. This role welcomes patients, keeps the clinical team on schedule, and drives practice growth through marketing, branding, and community outreach. By blending organization with creativity, the coordinator delivers consistent messaging, engages patients, and helps the practice maintain the highest level of care and satisfaction.

Key Responsibilities:

• Check patients in and out of appointments, ensuring accurate information is collected, processed, and documented

• Provide daily front office support by answering phones, responding to voicemails, and managing practice emails and correspondence

• Maintain the daily schedule to support practice efficiency by scheduling and confirming patient appointments, following up on missed appointments, and communicating potential scheduling issues to the team

• Verify insurance benefits, process payments, and prepare and explain financial contracts and consent forms

• Develop, implement and maintain marketing plans to promote orthodontic services, including seasonal campaigns, referral programs, and community events

• Plan, coordinate, and deliver quarterly appreciation initiatives for referring doctors.

• Create engaging content for social channels, manage website updates using Kaleidescope, and monitor analytics to optimize performance

• Serve as the primary point of contact for social media content—reviewing posts for accuracy and brand alignment—and for outside vendors producing in-office content or photography

• Coordinate community outreach efforts to build relationships and generate referrals

• Plan patient appreciation events, contests, and incentives to encourage referrals and positive reviews

• Maintain front office by keeping areas clean, stocked, and organized

• Adhere to all safety and health regulations

• Additional duties may be assigned at employer’s discretion

Qualifications and Skills:

Required:

• High school Diploma or equivalent

• A team player with a positive attitude and patient-first mindset to support a collaborative, fast-paced culture

• Excellent communication and interpersonal skills while working with patients, team members, and external partners

• Strong organizational and time-management abilities through attention to detail and accuracy

• Strong writing, editing, and design skills

• Anticipates obstacles and takes considerate steps to address them effectively

• High level of professionalism, integrity, and discretion when handling sensitive information

• Technical proficiency, including Microsoft Office, Google Suite, social media platforms, and analytical tools

• Complies with HIPAA, OSHA, and all applicable federal, state, and local regulations

Preferred:

• Background in hospitality, retail, or customer service

• Experience with dental or orthodontic scheduling and coordination

• Experience with marketing, communications, or related field—or equivalent experience.

Physical and Environmental Requirements:

• May be required to lift up to 30 lbs.

• Active movement throughout the day

What We Offer:

• 3-day work week, 8:00 am- 4:30 pm

• 401K

• Uniforms provided

• Continuing Education

• A fun, positive, and supportive environment

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