Scheduling Coordinator

SCHEDULING COORDINATOR

POSITION SUMMARY:

The Front Desk/Scheduling Coordinator (SC) is responsible for the patient’s scheduling and contract. The SC is also responsible for handling the telephones and the paper flow from the front desk/Administrative.

SUPERVISED BY: Office Manager

EDUCATION/EXPERIENCE:

The ideal candidate must have a minimum of one year of experience in orthodontics and/or dentistry. A knowledge of dental or orthodontic software is preferred.

SKILLS/ABILITIES:

• Good interpersonal skills to establish and maintain a positive rapport with patients, parents, doctors, staff, and members of the community.
• Basic computer knowledge.
• Letter composition skills and legible handwriting for entries in appointment book, patient charts, etc.
• Effective verbal skills to supervise staff as well as to communicate with patients, parents, doctors, and staff, in person and on the telephone.
• Pleasant telephone voice.
• Tactful persuasion skills to accommodate effective scheduling.
• Bilingual in English and Spanish (REQUIREMENT!)

RESPONSIBILITIES (including, but not limited to):
1. Patient Scheduling and Contract

• Greet patients in a warm and friendly manner.
• Assign case numbers to new patients when necessary and document patient charts.
• Track new patients’ calls and referral sources.
• Assist in the coordination of practice-building and public relations efforts with patients, parents, referring doctors, and local community.
• Schedule patient appointments following determined scheduling policies.
• Appropriately schedule appointments to ensure quality care for patients in a timely, stress-free manner (monitor schedule consistently).
• Determine the necessity and reason for the appointment by reading chart.
• Use proper terminology and scripting when dealing with patients to sound professional, but so that the patients can understand and know that we care about their needs.
• Provide patients with school and appointment slips as necessary.
• Distribute patient incentives.
• Follow-up on all missed appointments and fill canceled appointments.
• Generate and distribute daily schedule to appropriate staff members.
• Notify chairside assistants or clinical coordinator of changes occurring in the schedule throughout the workday.
• Coordinate with Treatment Coordinator to keep pretreatment recall and retention systems current.
• Coordinate with Financial Coordinator or Bookkeeper to identify patients owing initial or delinquent payments.
• Coordinate with Treatment Coordinator to identify patients beyond their estimated treatment times.
• Gather information and complete an emergency slip for each emergency patient and attach slip to the appropriate treatment card.
• Review files semi-annually to confirm that each patient has future scheduled appointments.
• Update patient information as received.
• Perform other tasks as assigned by the orthodontist(s).

2. Telephones

• Answer the phone no later than the 2nd ring. Screen calls, take messages when necessary and answer inquiries.
• Use a warm and friendly voice identifying the office first, then self.
• Accurately assess and meet the needs of the caller.
• Properly answer more than one phone line and be able to place patients on hold.
• Accurately complete chart documentation on call and schedule appropriate procedure and time for patient.
• Initialize answering machine at lunch and at end-of-business. Record appropriate outgoing messages as necessary.
• Follow-up on any messages received first thing each morning and immediately following lunch.

3. Paper Flow at Front Desk/Administrative

• Organize and maintain all file systems for quick retrieval of information.
• Maintain front desk statistics daily, monthly, yearly, etc., as necessary.
• Open and sort mail.
• Facilitate morning staff meetings by gathering appropriate information from other staff members, and preparing daily agenda.

4. Daily Duties

• Open office:
• ➢ Lights, radio, unlock doors, turn on front computers/check in computer➢ Prepare welcome board➢ Print and post daily schedules➢ Coffee/tea/water➢ Check voicemails/return calls/make changes to schedule accordingly➢ Pull all obs/obs ready charts for TC column➢ Update on upcoming available appointments during a.m. huddle➢ Open and disperse mail➢ Mail all letter correspondence➢ Enter x-ray referrals into Topsey
• Throughout the Day:
• ➢ Check email consistently throughout the day and address as needed➢ Call and reschedule patients who have missed throughout the day➢ Clean up schedule➢ Check in and check out all patients➢ Answer phones➢ Follow up on email or phone referrals to schedule➢ Call DDS’ for all pending dental tx and perio charts for NP’s scheduled➢ Send out all Thank You referral gift cards➢ Send out all patient appreciation gifts
• End of Day:
• ➢ Clean up and organize for next day➢ At end of day, turn off radio, lock all doors, turn phones to ‘Night Mode’ at 6:00 p.m.5. Weekly Duties
• Work off Staff Action List
• Fill patient appreciation prize/gift card box
• Run ‘To be archived’ report and scan/shred all files on the report
• Order lunch for in-office meetings
• Update petty cash
• Add template weeks to the schedule
• Update doctor’s vacation days on the schedule
• Purge charts and scan/shred documents

COVID-19 considerations:

All patients and staff are required to wear a mask.

Parents are requested to wait in their cars.

Patients seen per day is ~25% less than pre-Covid.

Clinic chairs are spaced more than 6 feet apart.

COVID-19 Precaution(s):

• Remote phone interview
• Personal protective equipment provided or required
• Masks required at every work station
• Temperature screenings everyday
• Social distancing guidelines in place
• Sanitizing, disinfecting, or cleaning procedures in place

We look forward to reviewing your application, we will consider all applicants who think and feel our practice would work for them. We will be reaching out to you soon. Thank you.

Job Types: Full-time, Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: 20 – 36 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Parental leave

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Experience:

• Dental: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person