Communications Coordinator

About the role

The Communications Coordinator, Pediatric Division serves as the primary point of contact for families reaching out to the organization, embodying the brand promise through every interaction. This position is built on a foundation of service excellence, where the daily focus is on creating exceptional patient experiences that foster trust and loyalty from the very first conversation. You will act as a dedicated steward for your assigned office, owning the entire inbound call journey with a blend of empathy, efficiency, and clinical awareness. By connecting families with the right clinical resources at the right time, you ensure that both patient needs and provider schedules are respected and protected. This role requires adaptability, as you will step into support roles for other network locations during peak call volumes to maintain seamless service continuity. Ultimately, you are the voice that guides families through their orthodontic journey, turning routine inquiries into positive, lasting impressions of the practice.

Key facts

What you'll do

• Answer incoming calls and schedule appointments with the same care and precision as a dedicated front-desk specialist.
• Route patient questions to the correct clinical staff while safeguarding the integrity of the practice's daily schedule and provider time.
• Coordinate messages among families, doctors, and office managers to keep every visit running smoothly and without unnecessary delay.
• Manage high call volumes during peak hours with unwavering attention to detail, ensuring no family is left waiting without clear information.
• Support neighboring offices during busy periods by handling overflow calls, acting as a reliable safety net for the entire network.
• Update internal notes accurately after every interaction to reflect patient needs, preferences, and any changes to appointment details.
• Utilize clinic scheduling systems to help families modify bookings, troubleshoot conflicts, and confirm upcoming visits with ease.
• Document each conversation thoroughly to preserve continuity of care for future appointments at that specific location.
• Maintain a steady, reassuring tone that aligns with the organization's commitment to child-centered care and family support.
• Contribute to a positive office atmosphere by demonstrating patience, active listening, and professionalism in every exchange.

Requirements

To succeed in this role, you must commit to working exclusively from your designated office location on a regular basis, ensuring consistency and reliability for the team and patients. By your start date, you are required to bring three years of prior customer service experience that has prepared you for high-responsibility, people-facing roles. A high school diploma or its recognized equivalent is mandatory, providing a baseline level of communication and critical-thinking ability. You must be available to work the standard clinic hours as they are scheduled, aligning your availability with the operational needs of the pediatric division. It is essential that you can understand and follow both verbal and written instructions clearly, allowing you to navigate complex workflows without constant clarification. Fast and accurate typing skills are necessary to meet the documentation demands of the office, enabling efficient record-keeping and patient tracking. Additionally, you must hold current authorization to work in this country without the need for sponsorship, ensuring compliance with employment regulations. These hard requirements are designed to ensure that every team member can perform the duties safely, effectively, and in alignment with organizational standards.

Nice to have

While not mandatory, experience working in pediatric or orthodontic settings is highly preferred, as it provides valuable context for the unique needs of young patients and their families. This background allows you to ask more informed questions and better understand the clinical environment. Success in this role relies on human-centered abilities that automated systems cannot replicate, such as emotional intelligence, active listening, and creative problem-solving prowess. These skills help you navigate sensitive conversations, manage anxious family members, and provide reassurance during stressful moments. A genuine passion for supporting children's health and development will set you apart and reinforce the organization's patient-first culture.

Practical notes

This role is full-time and offers compensation in the range of $18.00 to $20.00 hourly. The position is based at our Plantation, FL location, which serves as the central hub for your day-to-day responsibilities. For the most current application details and official requirements, please refer to the official application process outlined by the hiring team. This duty order is designed to provide a clear pathway for delivering outstanding service within a growing pediatric healthcare environment, ensuring that every interaction reflects the highest standards of care and communication.