Mobile Healthcare Operations | Scheduling, Dispatch & Inventory Coordinator
Luxe Mobile IVAbout Luxe Mobile IV Luxe Mobile IV is a growing concierge healthcare company serving clients across multiple Texas markets. Our nurses travel directly to clients, making precise scheduling, efficient routing, proactive communication, and well-managed inventory essential to our daily operations. We are seeking a highly organized, confident, detail-driven Scheduling, Dispatch & Inventory Coordinator to support our Austin operations. This position combines live appointment scheduling and nurse coordination with hands-on inventory management, office organization, and supply preparation. You will play an important role in keeping the Austin market operating efficiently, ensuring our nurses have the supplies they need and our clients receive a seamless booking experience. The ideal candidate is equally comfortable speaking with clients on the phone, managing a changing appointment schedule, working in Excel, counting inventory, and taking ownership of day-to-day office operations. This is an active operations position—not simply a receptionist or data-entry role. We need someone who anticipates needs, follows through, notices details, and takes initiative without waiting to be told what needs to be done. What You'll Do1. Real-Time Scheduling & Dispatch Actively monitor live appointment schedules and identify conflicts, gaps, delays, and opportunities to improve scheduling efficiency. Coordinate nurse assignments based on location, availability, appointment duration, travel time, and geographic proximity. Adjust appointment times and assignments as bookings change, ensuring realistic travel windows and minimizing unnecessary downtime. Anticipate scheduling issues before they become service problems and take action proactively. Monitor upcoming bookings and schedule changes throughout the workday. Communicate schedule updates promptly and ensure nurses understand their assignments and appointment expectations. 2. Confident Phone Communication & Appointment Booking You must be comfortable actively handling incoming and outbound calls and guiding clients through the booking process. Answer incoming calls promptly and professionally, confidently guiding clients through booking questions and the appointment process. Make outbound calls to return inquiries, confirm appointments, clarify booking details, and follow up on pending requests. Ask appropriate questions, accurately capture client information and appointment requirements, and enter complete details into the booking system. Confirm appointment dates, times, locations, contact information, and other required booking details. Explain scheduling options clearly and help clients identify appropriate appointment windows based on actual availability. Handle rescheduling requests, cancellations, delays, and changes calmly and confidently. Send accurate confirmations and follow-up communications through appropriate phone, text, or digital channels. Recognize when a client question requires clinical guidance and appropriately escalate it to the designated clinical team rather than providing unauthorized medical advice. Follow HIPAA requirements and patient confidentiality policies. Important: This role involves regular, active phone communication. Candidates must be comfortable initiating calls, responding to incoming calls, confirming details, asking clarifying questions, and guiding conversations toward resolution. 3. Nurse Coordination & Field Operations Communicate with nurses throughout the day regarding schedules, appointment updates, supply needs, and operational questions. Coordinate appointment changes, late arrivals, rescheduling, and time-sensitive operational issues. Support Austin nurses with supply requests, restocking, and preparation for upcoming shifts. Coordinate with the Houston office regarding Austin inventory needs and replenishment until Austin's independent supply delivery process is established. Maintain clear communication with nurses, management, and other …