Scheduling & Dispatch Coordinator ~ Mobile Concierge Healthcare
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 real-time problem-solving essential to our daily operations. We are seeking a highly organized, confident, detail-driven Scheduling & Dispatch Coordinator who can balance two equally important responsibilities: managing a live schedule of mobile healthcare appointments and delivering professional, responsive client communication from the first phone call through appointment completion. The Role: Scheduling, Dispatch & Client Booking Operations This role actively manages appointments, coordinates nurses working throughout our Texas cities territories, handles incoming calls and booking requests, confirms appointments, and makes real-time adjustments as client needs and operational conditions change. You must be comfortable picking up the phone, speaking confidently with clients, asking the right questions, entering booking details accurately, and moving a conversation toward a completed appointment. At the same time make real-time adjustments as bookings, travel times, and client needs change. You must be comfortable looking several steps ahead, anticipating scheduling conflicts, identifying gaps, coordinating appointment windows, and making smart decisions that keep nurses productive and clients informed. We are particularly interested in candidates with backgrounds in surgical scheduling, hotel rooms control, reservations operations, dispatch, route coordination, or other high-volume scheduling environments. The ideal candidate is equally comfortable managing a complex schedule and speaking with clients on the phone. You are proactive, composed under pressure, attentive to detail, and confident making decisions within established procedures. Important: This is a role for those who enjoy operational problem-solving rather than only routine patient booking. What You'll Do 1. 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 at regular intervals throughout each shift. 2. Confident Phone Communication & Appointment Booking You must be comfortable actively handling calls and converting booking inquiries into accurate, confirmed appointments. 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 before finalizing reservations. 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 the appropriate phone, text, or digital channels. Maintain a professional, reassuring tone while balancing responsiveness with booking accuracy. 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 (Health Insurance Portability …