Patient Scheduling Coordinator

Overview
The Patient Scheduling Coordinator is responsible for creating an exceptional patient experience from the first phone call through the completion of scheduling. This role manages the practice schedule, coordinates patient appointments, communicates treatment needs and appointment expectations, and works closely with the clinical team to maintain an efficient and productive schedule.

Position SummaryThe Patient Scheduling Coordinator is responsible for creating an exceptional patient experience from the first phone call through the completion of scheduling. This role manages the practice schedule, coordinates patient appointments, communicates treatment needs and appointment expectations, and works closely with the clinical team to maintain an efficient and productive schedule.

Key Responsibilities

• Answer incoming calls and assist patients with a warm, professional, and welcoming approach.
• Schedule, confirm, reschedule, and cancel patient appointments.
• Maintain an accurate and productive doctor and hygiene schedule.
• Understand appointment types, time requirements, and provider preferences to schedule appointments appropriately.
• Identify opportunities to fill openings, maximize the schedule, and minimize gaps.
• Manage the practice’s short-notice and cancellation lists.
• Follow up with patients who need appointments, treatment, or outstanding scheduling.
• Coordinate appointments requiring multiple visits or specific provider/clinical availability.
• Communicate appointment expectations clearly, including length of appointment and preparation needed.
• Monitor overdue and unscheduled patients and proactively reach out to assist them in getting scheduled.
• Work closely with the hygienists, dentists, and dental assistants to ensure schedules flow efficiently.
• Review the schedule daily and anticipate potential scheduling challenges.
• Help maintain an organized, accurate, and efficient front-office workflow.
• Provide excellent customer service while maintaining patient confidentiality and HIPAA compliance.
• Handle patient concerns professionally and know when to involve the office manager or dentist.
• Maintain accurate patient information and documentation in the practice management system.
• Support other front-office responsibilities as needed.

What We’re Looking For

• Excellent communication and customer-service skills.
• Friendly, confident, and professional personality.
• Strong organizational and time-management skills.
• Ability to multitask in a busy dental office.
• Comfortable communicating with patients by phone and in person.
• Strong attention to detail.
• Ability to prioritize the needs of both patients and the practice.
• Team-oriented attitude with a willingness to help wherever needed.
• Ability to confidently discuss scheduling options and encourage patients to complete needed care.
• Previous dental or healthcare experience preferred, but not required for the right candidate.
• 6:30am-4:30pm -Monday - Thursday

Success in This Role Looks Like

• Patients feel welcomed, valued, and cared for.
• The schedule is full, organized, and productive.
• Appointment times are used appropriately.
• Cancellations and openings are addressed proactively.
• Patients are not falling through the cracks.
• The clinical team feels supported by the front office.
• Communication between scheduling and clinical staff is consistent.
• The coordinator takes ownership rather than waiting for someone else to solve scheduling problems.

Qualifications & Preferred qualities

• High school diploma or equivalent required.
• Previous dental, medical, healthcare, or customer-service experience preferred.
• Dental scheduling or front-office experience preferred.
• Strong verbal and written communication skills.
• Warm, friendly, and professional demeanor with patients and team members.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize in a busy environment.
• Comfortable answering phones and communicating confidently with patients.
• Ability to learn and effectively use dental practice management software.
• Ability to understand and manage appointment types, scheduling requirements, and provider preferences.
• Strong problem-solving skills and ability to make decisions independently.
• Ability to confidently discuss treatment scheduling and help patients move forward with recommended care.
• Dependable, punctual, and accountable.
• Ability to work collaboratively with doctors, hygienists, assistants, and administrative team members.
• Maintains patient confidentiality and follows HIPAA requirements.
• Positive attitude and willingness to contribute to a team-focused office culture.
• Experience with dental insurance and treatment coordination
• Comfortable working with scheduling/production goals
• Strong telephone skills
• Ability to remain calm and positive when the schedule gets busy or patients are upset
• Proactive personality—sees what needs to be done and takes ownership without always being asked

Join us in delivering exceptional patient service through efficient scheduling and compassionate support while supporting our Core Values. Hospitality with a Smile. We are family. Exceptional Dentistry.

Pay: $20.00 - $25.00 per hour

Expected hours: 37.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Bereavement leave
• Dental insurance
• Dependent care reimbursement
• Employee discount
• Flexible spending account
• Happy hour
• Health savings account
• On-the-job training
• Paid orientation
• Paid sick time
• Paid time off
• Paid training
• Uniform allowance

Work Location: In person