Job title: Scheduling Assistant
Type of employment: Part-time and potential full-time opportunities
Shift Schedule: 8 AM-12 PM Atlantic time
A fast-paced Scheduling Assistant role responsible for booking and confirming physician appointments while supporting smooth daily flow in a dynamic ophthalmology clinic. You'll manage multiple physician schedules, communicate clearly with patients, and keep schedules accurate and up to date using clinic systems.
About the Employer:
The client has an ophthalmology-focused clinic that provides specialized eye care services and supports patients through physician-led eye health appointments.
Company core values:
- Patient-first care
- Professionalism & confidentiality
- Efficiency & reliability
- Teamwork
- Continuous improvement
Objective of this role:
- Maintain accurate schedules for multiple physicians with minimal errors or gaps
- Ensure appointments are confirmed, and patients are properly informed
- Support a smooth daily clinic flow by staying organized and responsive
- Learn and use clinic tools efficiently (EMR + Weave VoIP) while meeting scheduling volume demands
Responsibilities:
- Book physician appointments accurately and efficiently
- Confirm upcoming appointments and manage schedule changes (reschedules/cancellations)
- Maintain real-time schedule accuracy across multiple physician calendars
- Communicate clearly with patients regarding appointment times and next steps
- Use EMR and clinic scheduling tools to document appointment details correctly
- Handle calls through the Weave VoIP system and route messages appropriately
- Stay flexible and responsive to rapid changes in a busy clinic environment
- Support the team with scheduling-related admin tasks as needed
Required skills and qualifications:
- Demonstrated experience booking and confirming high-volume appointments
- Comfortable working in a fast-paced, changing environment
- Computer savvy with strong attention to detail and accuracy
- Flexible, dynamic, and able to handle multiple physician schedules simultaneously
- Clear communication and professional phone etiquette
- Willingness and ability to learn EMR and Weave VoIP quickly (training provided)
- Industry experience required (medical clinic setting, ideally ophthalmology or specialist practice)
Preferred skills and qualifications
- Prior experience scheduling for multiple providers
- Experience using an EMR system and VoIP/call management tools
- Familiarity with ophthalmology clinic flow and appointment types
