Front Desk Scheduler

Job Description

Job Description

RS Orthodontics | Eastern Panhandle, West Virginia | $18–$22/hour

Who We Are

Our patients experience something special, and that belief drives everything. We measure success by results — not by hours logged or how busy someone looks. We move fast and we care deeply. We are kind, not nice — direct feedback is given and received cleanly because doing it right matters more than staying comfortable. We follow through and we don’t let things slip. If you are the kind of person who gets things done, takes ownership without being asked, and wants to build something worth being proud of, read on.

The Role

This is a Front Desk Scheduler role. You are the first voice patients hear and the first face they see. You will own the schedule, manage patient communication, and keep the front desk running smoothly every day. This is not a sit-and-check-people-in position — it is for someone who takes initiative, follows through, and creates an experience patients actually remember.

What You Will Do

• Answer phones warmly and professionally — no later than the 2nd ring
• Schedule, reschedule, and confirm patient appointments using practice management software
• Greet every patient by name and create a welcoming experience from the moment they walk in
• Manage the daily schedule with accuracy and flag any issues proactively
• Follow up on missed appointments, cancellations, and new patient inquiries without being prompted
• Complete check-in and check-out for patients efficiently
• Maintain organized records, call logs, and paperwork with no loose ends
• Support the clinical team by communicating schedule changes throughout the day
• Keep the recall and retention systems current
• Open and close the office following established daily checklists

What We Are Looking For

• Naturally organized — you write things down, follow through, and nothing slips
• Comfortable with technology — you learn software by using it, not by overthinking it
• Customer service experience — you know how to make people feel welcomed and cared for
• Focused and reliable — you show up, do the work, and own your tasks end to end
• Warm and professional — your tone on the phone reflects the practice
• Coachable — you take direction and feedback as normal, act on it, and get better
• Driven by results, not just activity — you take the direct line to get things done
• Looking to grow — this role is a launching pad for someone who wants to build a career, not just collect a paycheck

This Is Not the Right Fit If You...

• Need step-by-step hand-holding before attempting a new task
• Are more focused on what the job offers than what you can contribute
• Get stressed by a fast-moving environment with competing demands
• Take feedback personally or push back when given direction
• Are looking for a low-key, government-style job where things move slowly

Compensation & Growth

• $18–$22/hour based on experience, attitude, and performance
• Performance-based bonuses tied to office goals and individual contribution
• Raises and advancement as you grow in skill and responsibility
• Ongoing training and development — we invest in people who invest in themselves
• Real opportunity for upward mobility as the practice grows

Benefits:

• 401(k)
• Paid time off

Application Question(s):

• Are you available to work in-person in Martinsburg or Charles Town, WV on a consistent schedule?
• Do you have at least 1 year of customer service or administrative experience in a professional setting?
• Are you comfortable learning new software independently, without extensive one-on-one training?
• Describe a time you had to manage multiple competing tasks or calls in a fast-paced environment. What did you do to stay organized and make sure nothing fell through the cracks?

Work Location: In person