Scheduling Coordinator

NOVA Pediatric Dentistry & Orthodontics is the premier dual specialty practice in Ashburn. We excel in providing a safe, supportive, and family focused patient experience. Our team is high energy and fast-paced. Our culture is growth oriented, inspiring, and rewarding. We offer a wonderful compensation & benefits package and encourage continuing education and self-development.

The Scheduling Coordinator will be responsible for checking out patients and collecting outstanding balances, reviewing the schedule, and making appointments, and answering the phones and calling insurance companies. There may be other tasks required as necessary that fall outside of the typical Scheduling Coordinator role. Examples include reviewing treatment plans and serving as the backup to other front office positions.

As a Scheduling Coordinator, your duties will include, but not be limited to the following

• Answering phone calls, creating appointments for both new and existing patients
• Collect all monies due for services rendered
• Call insurance companies to get accurate benefit breakdowns and enter all info into Practice Management Software
• Review/audit patients and update status in Open Dental
• Review upcoming schedules for accuracy of appointments and frequency limitations
• Determine dental benefit eligibility, limitations, and payment estimates necessary to facilitate financial arrangements
• Confirm appointments not confirmed through Flex software
• Call doctors to request updated Pano x-rays
• Create dental claims and electronically send each day
• Accurately correspond with patients verbally and via email
• Oversee appointment schedule to create a seamless yet productive day
• Coordinate and collaborate with clinical team to ensure seamless patient management experience
• Present treatment plans when necessary
• Respond to doctors, patients, and employee concerns and inquiries and seek assistance when necessary
• General office duties and other duties as required
  
  
  

To successfully perform the job responsibilities for the position of Scheduling Coordinator, an individual must be able to perform each essential duty satisfactorily. Candidates must have excellent telephone techniques and the ability to communicate clearly with patients in person and on the phone. The requirements listed below are representative of the knowledge, skill, and/or ability required but are not necessarily all inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential requirements.

• 1 or more years of administrative assistant/front office/patient advocate experience, preferably in a dental or medical setting
• Computer proficiency including Microsoft Office Suite, Practice Management Software (such as Open Dental), and the ability to learn new programs
• Is well-organized and able to prioritize multiple tasks and responsibilities
• Ability to demonstrate independent thinking and exercise good/sound judgment
• Ability to perform frequent repetitive work with attention to detail
• Ability to be flexible and accept different work assignments with a positive approach
• Ability to follow instructions and take responsibility for own actions
• Ability to exercise confidentiality with patients and patient care
• Ability to work both independently and in a team environment
  
  
  

Other Information

• Unless prior arrangements have been made, the Scheduling Coordinator is expected to work all hours of pediatric dental patient care as well as all non-patient care days that have been assigned.
• In line with our core value of servant leadership, the practice participates in community service activities throughout the year. All team members are strongly encouraged to participate in at least one of these events.
• Compensation is highly competitive and will be tailored to match the candiadate's experience and qualifications**
  
  
  

In return for providing an excellent patient experience, we offer a great benefits package to include health and dental benefits, 401(k), holiday pay and paid time off.

2025-15218