Remote Patient Coordinator – Bookings, Recalls & Treatment Follow-up | Luxury Private Dental Group | Full Time NEW

Imagine this.

It’s 8:02am on a Monday. You’re at home, headset on, coffee in hand.

You open the unbooked treatments list. Top of the queue: Sarah, who agreed to a £6,400 Invisalign plan three weeks ago and hasn’t picked up the phone to book it. By 8:18am, she’s in the diary.

Next: Mrs Patterson, a patient we haven’t seen in 14 months. By 8:31am, she’s booked for her hygiene appointment and the implant consultation she’s been quietly avoiding.

It’s not even 9am. You’ve already protected over £8,000 of revenue. And you’re still in your slippers.

This is the job.

You’re the engine that keeps existing Stella patients booked, retained, and converted. You’re the voice that fills the diary, recovers the recalls, and rescues the treatment plans that would otherwise quietly walk away.

About Stella

We are Stella Dental – three luxury private practices in Stourbridge, Stafford, and Nottingham. Ritz-level patient experience. Chanel-level brand standards. Europe’s leading Invisalign provider. Scaling to 15 sites by 2035.

Our practices treat thousands of patients a year, with treatment plans averaging £3,200 for Invisalign and £2,500+ per implant. Every unbooked treatment is real money sitting in a CRM doing nothing. Every missed recall is a patient drifting toward a competitor.

That stops with you.

The Pay

£30,000 – £40,000 per year.

Where you start depends on the experience you walk in with. Where you end up depends entirely on the numbers you put on the board.

Salary is reviewed every year – on performance, not tenure. Hit the bar, you climb the band. Smash it, you sit at the top.

We pay top of market for top performers. That’s the entire compensation philosophy.

The Lifestyle

• Fully remote. No commute. No office politics. No surprise overtime.
• Structured shifts agreed in advance. No chaos.
• 40 hours per week, scheduled within: Mon–Fri 8am–8pm, Sat–Sun 10am–3pm.
• Real career runway. We promote from within. Our team is growing every quarter.

What You’ll Actually Do

Your day is split across four core jobs:

1. Inbound bookings. Existing patients calling to book hygiene, check-ups, treatment, or follow-ups. Your job: get them in the diary at the right clinic, at the right time, with the right clinician.

2. Rearranging and rescheduling. Cancellations, reschedules, slot swaps across all three sites. Your job: protect the diary. Empty chairs cost us thousands a day.

3. Recall outreach. Patients overdue for a check-up or hygiene visit. Your job: bring them back before they drift somewhere else.

4. Unbooked treatment follow-up. Patients who’ve sat in a consultation, agreed a plan, and haven’t booked the work. This is where the real money lives and most practices completely fumble it. Your job: convert them.

You’ll work in CareStack (practice management) and HubSpot (CRM) — full training provided. You’ll be trained on our CLOSER framework and DISC profiling, and you’ll be coached on every part of the patient journey.

You will be scored. You will be set up to win.

How You Win Here

We measure six numbers. Hit them and you sit at the top of the band:

• Call answer rate
• Recall rebooking conversion
• Unbooked treatment conversion
• No-show rate
• Outbound contact volume
• Diary utilisation

You’ll see your numbers daily. So will your manager. Transparent scoreboard. Transparent reward.

This Role Is For You If…

• You’ve worked dental front-of-house, as a TCO, or in a recall/booking role and you’re sharp on the phone
• You can hear “let me check my diary and call you back” and follow up like it’s your own money on the line – because in this seat, it kind of is
• You’re organised enough to work three diaries, two software systems, and 80+ calls a day without losing the plot
• You can hold a calm, warm conversation with an anxious or hesitant patient and gently move them to “yes, book me in”
• You want to be paid like a top performer and you’re confident enough to bet on yourself

This Role Is Not For You If…

• You think targets are “stressful”
• You hear “I’ll think about it” and just say “okay, no problem!” and move on
• You need to be micromanaged into doing the basics
• You think “remote” means “loosely employed”

If those last four landed, save us both the time.

The Catch

One seat. One hire.

We will interview a handful of people and offer it to one.

We do this because the wrong person in this chair costs us six figures in unbooked treatments and lapsed patients and gives every Stella patient who calls us a worse experience. We will not compromise on the bar.

If that sounds harsh, this isn’t your role.

How to Apply

Send three things:

• Your CV
• A 60-second video answering: “Why are you the right person for this job?”
• One paragraph on a time you brought a patient (or customer) back who was about to walk away – what did you say, and what was the outcome?

Applications missing the video and the paragraph will not be read.

Please send the video and paragraph to [email protected]

If you’re a fit, you’ll hear from us within seven working days.

Stella Dental | Stourbridge · Stafford · Nottingham Europe’s leading Invisalign provider. Hiring the best, only.

Pay: £30,000.00-£40,000.00 per year

Benefits:

• Company events
• Company pension
• Employee discount
• Employee mentoring programme
• Health & wellbeing programme
• Work from home

Work Location: Remote