Patient Scheduling Coordinator

JOB DESCRIPTION

Approved Opening Statement

At ROMTech, we are transforming rehabilitation through innovative technology and exceptional patient support. We are committed to helping patients achieve better outcomes through Clinician guided at-home rehab while delivering an outstanding experience throughout their recovery journey.

ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.

Position Title: Patient Scheduling Coordinator
Department: Operations
Reports To: Director of Patient Scheduling
Location / Work Environment: In Office, Clearwater
Worker Classification: W-2 Employee
FLSA Status: Non-Exempt
Job Level: Standard

Job Purpose

The Patient Scheduling Coordinator supports ROMTech's Operations team by coordinating patient scheduling activities, managing daily logistics communication, and ensuring the timely execution of deliveries and pickups. This role serves as a key liaison between patients, third-party logistics providers, warehouse teams, and internal departments to promote efficient operations, scheduling accuracy, and a positive patient experience. The position contributes to operational efficiency through proactive scheduling management, accurate documentation, and effective cross-functional coordination.

Key Responsibilities

Essential Duties

• Engage patients using approved scripting and scheduling workflows.
• Coordinate patient deliveries and pickups with third-party logistics (3PL) providers.
• Serve as the primary day-to-day point of contact for 3PL partners regarding scheduling and logistics activities.
• Resolve scheduling conflicts, service issues, and customer complaints in a timely and professional manner.
• Collaborate with regional logistics and warehouse teams to support efficient operational execution.
• Schedule internal staff based on geographic location, business needs, and workload requirements.
• Organize workflows, appointments, and scheduling activities through designated ERP platforms.
• Document all internal and external communications accurately within ERP and related systems.
• Communicate scheduling updates and changes to internal stakeholders to support effective time management and operational planning.
• Maintain confidentiality of sensitive patient, operational, and business information.
• Monitor scheduling activities to ensure accuracy, timeliness, and compliance with established procedures.
• Provide exceptional customer service while serving as a point of contact for patients and operational partners.

Other Functions

• Assist with departmental reporting and administrative activities as needed.
• Support process improvement initiatives related to scheduling, logistics, and operational workflows.
• Participate in departmental meetings, training sessions, and professional development activities.
• Assist with special projects and cross-functional initiatives.
• Performs other related duties as assigned to support operational and business needs.

Qualifications

JOB QUALIFICATIONS

Skills and Abilities

Required

• Strong customer service skills.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize responsibilities, and manage time effectively.
• Strong attention to detail and commitment to accuracy.
• Ability to collaborate effectively across departments to resolve operational challenges.
• Strong interpersonal communication and relationship-building skills.
• Highly organized with the ability to manage multiple scheduling priorities simultaneously.
• Ability to maintain confidentiality of sensitive information.
• Ability to work independently with minimal supervision.
• Basic computer proficiency, including Microsoft 365 applications and data entry systems.

Preferred

• Experience utilizing ERP systems.
• Knowledge of scheduling, dispatch, logistics, or distribution operations.
• Familiarity with phone system platforms and communication technologies.
• Experience supporting customer-facing service operations.

Work Experience Requirements

Required

• Experience in administrative support, customer service, scheduling, coordination, or a related operational role.

Preferred

• Prior scheduling or dispatch experience.
• Experience in logistics, distribution, transportation, or healthcare operations.
• Experience coordinating multiple stakeholders and service providers.

Education Requirements

Required

• None identified as legally, regulatorily, accreditation, payer, or externally required.

Preferred

• High school diploma or equivalent.

License and Certification Requirements

Required

• None identified as legally, regulatorily, accreditation, payer, or externally required.

Preferred

• No preferred certifications identified at this time.

Physical Demands and Working Conditions

Office

The following describes the physical demands and work environment characteristics required to perform the essential functions of this position. These requirements are representative of those an employee may encounter while performing the job and are not intended to be an exhaustive list. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

• Ability to sit at a computer terminal for an extended period.
• Moderate noise (i.e., phone calls, online meetings, computer audio).
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Regular, predictable attendance is required.
• Must be able to communicate clearly and professionally in both verbal and written formats.
• Must be able to engage in active listening and express ideas effectively in person, by phone, and via virtual meetings.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing people@romtech.com.