Scheduling Coordinator for Dental Office

Job description

A reputable dental office is seeking a highly driven, goal-oriented and organized individual to become Scheduling Coordinator. I am a dentist that owns two practices which seek to provide the highest level of dentistry. As a dental clinic owner, I know that our office is exceptional due to the team that stands behind us. We work hard, have fun and make patients smile each and every day. I am looking for an exceptional Scheduling Coordinator that will manage the schedule in Plainview Texas.

The Scheduling Coordinator oversees the daily operations and schedule to ensure optimal booking and organization to allow for efficiency in reaching practice goals. This individual is responsible for responsing to facebook messages, calling leads from marketing platforms, running unperformed treatment reports and auditing the schedule weeks in advance.

Generally, the Scheduling Manager will be responsible for implementing and monitoring the standards and systems as set by the Office Manager or Practice owner. Other duties include facilities management, goal setting with the practice owners, and assuring the overall patient satisfaction and good will of the practice

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Sitting, standing, and walking for long periods.
• Moderate noise levels from dental and other office equipment.
• Comfortable medical office/lab setting.
• Hand dexterity and typing skills to work with standard software programs provided..
• Excellent interpersonal skills to communicate with patients effectively.
• Near Vision - the ability to see details at close range (within a few feet) as required for computer software programs and the observation of subordinates’ work quality.
• Excellent communication skills - Talking and writing to others to convey information effectively.
• Organizational Skills—the ability to create systems and order, break large goals down into achievable tasks
• Stress Management—the ability to maintain productivity and professionalism in fast-paced environment and stressful situations.
• Good reading comprehension—understanding written sentences and paragraphs in work related documents.

Responsibilities:

Daily Office Duties

○ Open Office

○ Keep front patient area clean/tidy

○ Receive & distribute mail

○ Uphold friendly demeanor, always with a smile

○ First to answer calls, appropriately route

○ Check VM daily (AM/Lunch/PM)

○ Schedules all New Patients

○ Ensure daily goals met

○ Confirm all appointments 48hrs in advance

○ Should have appointments filled

○ Maintain the number of broken appointments or late cancellations at acceptable level (Doctor should have 5% or less, hygienist 8-10% or less)

○ Use specific communication process to discourage broken appointments

○ Recare/Reactivation calls

○ Appropriately schedule patients calling for appointments

○ Call patients 5 mins late for appointments

○ Ensures patients are seen within 10 minutes of arrival

○ Keep patients accurately informed of expected waiting time if the doctor is behind schedule.

○ Pull charts if necessary

○ Coordinates lab cases pick up/received

● Over the counter collections

○ As needed by Office Manager

Weekly

● Order and maintain office supplies necessary to perform duties.

● Recall and reactivate inactive patients by calling and scheduling appointments and stressing the importance of continuing care.

● Coordinate public relations correspondence: send "thank-you for referral," "welcome," "new resident" letters, birthday cards, baby cards, etc.

Bi-Monthly

● Sends reminders to all recall patients two weeks in advance of scheduled appointment Monthly

● Recare and reactivation campaign run at the beginning of the month

● Report created at the end of the month to show recare and reactivation statistics for progress of the office with plan for following month

Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Employer.

QUALIFICATIONS

• Minimum one year of experience in medical or dental office setting.
• Preferred 1-2 years of managerial experience in medical or dental office setting.
• Knowledge of billing codes and understanding of insurance plans a plus.

SPECIAL REQUIREMENTS

• Job offer may be contingent upon successful completion of a background check, including credit check due to access to financials of the company.

Job Type: Full-time

Pay: $11.00 - $14.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Relocate:

• Plainview, TX (Hale County): Relocate before starting work (Required)

Work Location: In person

Salary : $11 - $14