Job Title:

Scheduling Coordinator Department:

Patient Care Team Reports to:

Administrative Lead and Practice Manager Status:

(Full Time, Hourly)

Job Summary:

The Scheduling Coordinator is responsible for overseeing daily Front Desk Operations and assisting both Front Office and Clinical Team members with administrative tasks as needed. This role ensures that scheduling is efficient, patient interactions are smooth, and the front desk runs seamlessly.

Key Responsibilities:

Scheduling:

• Greet patients and assist with check-ins and check-outs
• Monitor weekly schedule rotations and fill open appointment slots
• Maintain a productive schedule, ensuring high patient flow
• Handle challenging scheduling situations, such as: ○ Late arrivals or walk-ins ○ Patients seeking unavailable appointment slots
• Manage scheduling changes and optimize the schedule for production

Verbal Communication:

• Handle scheduling objections professionally
• Welcome both existing and new patients
• Assist with calls from referral dentists
• Manage calls from "shoppers" or second opinions
• Process payments and explain the doctor's availability when needed

Patient Management:

• Schedule patient appointments, provide school excuses, and hand out appointment slips
• Answer phone calls, screen inquiries, and take messages
• Forward new patient calls or handle them directly, ensuring information is accurately entered into the system
• Follow up with patients from No Show or Will Call Back reports
• Manage emergency patient information and scheduling

Schedule Management:

• Follow appointment protocols set by the doctor and team
• Maintain the patient hours calendar and distribute schedule copies
• Notify clinical staff of schedule changes throughout the day
• Keep pre-treatment recall and retention systems current
• Prepare and facilitate the morning meeting report and organize daily staff meetings
• Coordinate with the Financial Coordinator regarding patient payments

Administrative Tasks:

• Update and correct patient statuses in the system
• Order office supplies and manage inventory
• Process and post payments, ensuring receipts are issued
• Sort mail, send transfer records, and manage correspondence
• Keep the reception area tidy and update patient information as needed
• Manage appointment confirmation systems and monitor daily
• Inactivate dismissed patient files and purge outdated records
• Operate the answering machine, retrieve messages, and follow up accordingly

Miscellaneous:

• Actively participate in staff and committee meetings, including taking notes and creating agendas
• Collaborate with team members to foster a cooperative and respectful work environment
• Perform other duties as assigned by the doctor

Required Skills/Abilities:

• Strong verbal and written communication skills
• Ability to build rapport with patients, parents, and colleagues
• Excellent organizational skills and attention to detail
• Able to prioritize tasks in a fast-paced, sometimes stressful environment
• Proficiency in Microsoft Office and familiarity with dental imaging software or willingness to learn

Education & Experience:

• High school diploma or equivalent
• At least two years of relevant experience, ideally in orthodontics or dentistry

Physical Requirements:

• Ability to sit for prolonged periods and work on a computer

Job Type:

Full-time Pay:

$20.00 per hour

Benefits:

401(k) 401(k) matching Paid time off

Experience:

Dental receptionist: 2 years (Preferred) Ability to

Commute:

Lake Mary, FL 32746 (Required) Ability to

Relocate:

Lake Mary, FL 32746: Relocate before starting work (Required)

Work Location:

In person