Remote Patient Coordinator

Dental Practice Co-Pilot is hiring a Remote Patient Coordinator based in South Africa to support a growing US dental practice. This is a phone-based remote role — you won't be on-site, but you'll be the consistent voice patients hear between visits. You'll start before the practice even opens its doors, supporting pre-opening logistics, then transition into full remote patient coordination once the practice is live.

Position Overview
You'll own patient communication before and after appointments — confirming visits, following up on treatment, and making sure patient files and compliance documentation stay on track. Before opening day, you'll also support the facilities, procurement, and construction teams to help get the practice ready.

What You'll Do

• Call patients 48 hours before their appointment (and same-day for complex or high-value cases) to confirm details, check for outstanding balances, and answer questions
• Work the unscheduled treatment list daily, following up until patients schedule, decline, or are flagged for doctor review
• Track and follow up on specialist referrals, confirming patients book with the referred provider
• Contact same-day cancellations to fill open slots
• Document every call and outcome in the practice's Comm Log
• Conduct weekly file, notes, and follow-up compliance audits, flagging any gaps to the Office Manager
• Review patient-facing messaging for tone, clarity, and consistency (when assigned)
• Before opening day: support vendor outreach, procurement calls, and subcontractor coordination, logging every call made

What We're Looking For

• Proven experience serving US-based customers or patients by phone — comfortable with US accents, communication norms, and customer expectations
• Confident, warm, professional phone communicator — this role is almost entirely phone-based, so tone is your main tool
• Highly organized and self-accountable — you track every open item to resolution without anyone watching the queue
• Sharp attention to detail — you catch missing notes or incomplete files without over-flagging
• Adaptable — comfortable moving between patient coordination, audits, and pre-opening tasks
• Discreet and professional — you handle patient and vendor information with confidentiality at all times
• Comfortable with practice management software, phone/VoIP systems, email, and messaging platforms
• Able to work US business hours from South Africa

Reporting Structure
You'll report to the Office Manager, who handles task assignment, escalations, and performance oversight. Clinical concerns are always routed through the Office Manager — you won't contact clinical staff directly.

Success Looks Like

• 100% of scheduled confirmation calls completed
• 100% of unscheduled treatment contacts made on cadence
• 50%+ same-day cancellation slots filled
• 100% documentation of every patient contact in the Comm Log
• Zero unresolved patient safety or compliance issues left overnight

What We Offer

• Remote, phone-based role with a clear structure and defined escalation path
• Ownership of a meaningful patient-facing function from day one, including pre-opening involvement
• [Compensation / benefits — to be confirmed per assignment]

Pay: R80,00 - R95,00 per hour

Work Location: Remote