Front Desk Coordinator / Scheduling Coordinator

Job Overview
We are seeking a detail-oriented, energetic and proactive Front Desk Administrator / Scheduling Coordinator to join our dynamic team. The Scheduling Coordinator (SC) is responsible for patient scheduling and communications. The SC is also responsible for handling the telephones and the paper/digital flow for the front desk/Administrative. We rely on all front-office staff to work calmly and seamlessly as a team and coordinate efforts to provide the best experience possible for patients, so proven Emotional Intelligence is a plus. Preference will be given to candidates with conversational Spanish language skills and the ability to occasionally work in our Jacksonville office.

Responsibilities

Patient scheduling, including but not limited to:

• 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).
• 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.
• Distribute patient incentives.
• Follow-up on all missed appointments and fill canceled appointments.
• Generate and distribute daily schedules 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.

Communication and telephone duties, including but not limited to:

• Answer phones, voice mail messages, emails and texts promptly
• Fulfill patient requests in a timely fashion
• A warm and friendly telephone voice
• Ability to follow a script

Administrative and front desk duties, including but not limited to:

• 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.

Daily and weekly tasks, including but not limited to:

• Unlocking and locking doors at beginning and end of day
• Getting and keeping reception area clean and well-stocked (coffee, water)
• Sanitizing high-traffic areas
• Greet patients, demonstrate self-check in, answer questions
• Pull and file charts as needed
• Appropriate paperwork processing, including correct application of HIPAA and financial privacy requirements

Experience

• The ideal candidate will have a minimum of two years of experience in orthodontics and/or dentistry.
• A knowledge of dental or orthodontic software is preferred.
• Excellent communication skills, both written and verbal, to effectively interact with team members and stakeholders
• Ability to work independently as well as collaboratively within a team environment

Skills

• Good interpersonal skills to establish and maintain a positive rapport with patients, parents, doctors, other staff, and members of the community
• Tactful persuasion skills to accommodate effective scheduling
• Able to work independently
• Works well with others and handles conflict-resolution
• Maintains an outgoing, friendly attitude with patients and staff, even under pressure
• Can work with interruptions and manage multiple priorities
• Completes tasks within a time frame and tracks ongoing tasks
• Basic computer knowledge
• Letter composition skills
• Uses correct grammar, spelling and punctuation
• Able to write legibly and work with numbers
• Knowledge of organizational filing procedures and systems
• Have knowledge and skills with office equipment
• Pleasant telephone voice
• Candidates with conversational Spanish abilities will be given preference

If you are a well-organized, friendly person with a positive attitude who enjoys bringing smiles to people's faces, possess the required skills, and are looking for an opportunity to make a significant impact within an organization, we encourage you to apply for the Scheduling Coordinator position.

Job Type: Full-time

Pay: $20.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Dependent care reimbursement
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Front desk / receptionist: 2 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Springfield, IL 62704 (Preferred)

Work Location: In person

Salary : $20 - $30