Job Openings Scheduling Assistant

About the job Scheduling Assistant

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