Purpose of the Position:

The Scheduler/treatment coordinator is a critical role within our dental practice, responsible for managing and optimizing the scheduling of patient appointments to ensure efficient use of office hours, deliver VIP patient experiences, and support the office in meeting its operational and financial goals. The Treatment Coordinator (TC) is responsible for the financial persuasion and collecting of patient treatment plans in order to ensure the patient care is completed.

Required:

• Experience with general administrative work
• Proficiency with office productivity tools like google docs, sheets, drive, etc.
• Customer service experience
• Ability to work in a fast-paced environment and manage multiple priorities.
• Detail-oriented with a proactive approach to problem-solving.

Highly Preferred:

• Experience in dental office scheduling or a similar administrative role.
• Sales Experience
• Bi-lingual (Spanish)

Key Responsibilities:

• Set appropriate appointment times.
• Stagger work appointments for optimal flow, minimizing gaps, and maximizing room utilization.
• Schedule high production procedures (implants, root canals, crowns) prioritizing the flow of the day.
• Ensure availability for same-day treatments and hygiene appointments during prime hours.
• Manage and prioritize assistant-only appointments and use event blocks strategically.
• Follow a consistent appointment confirmation process including email, text, and phone call reminders.
• Ensure patients are reminded of their appointments to minimize cancellations and no-shows.
• Follow the office’s cancellation policy, including the three-strike rule, and manage the recall list to fill hygiene.
• Communicate with patients regarding cancellations and apply fees according to office policy.
• Contact patients who are 10 or more minutes late and reschedule appointments as necessary to prevent schedule disruptions.
• Answer incoming calls within three rings and handle calls efficiently, edifying the doctor and team.
• Collect key information from new patients, including their reason for calling, how they heard about us, and scheduling preferences.
• Address price inquiries with empathy and offer consultations to provide accurate estimates.
• Proactively fill openings in the hygiene and doctor treatment schedules from the Unscheduled Treatment List and recall lists.
• Reactivate patients and fill next day’s schedule to maximize office productivity.
• Collect and post payments.
• Manage and review monthly the unscheduled treatment list with the Office Leader.
• Verify that treatment to be done is entered in the treatment plan.
• Review any past due balance to be paid prior to dental treatment including all balances attached to the family account.
• Coordinate with Insurance Coordinator regarding pertinent patient dental benefits.
• Utilizing insurance pre-determinations prior to patient care
• input insurance plans in system accurately.
• Provide details on financial obligations to the patient prior to receiving treatment.
• Arrange for collection of treatment plan with patient at the time of scheduling, including past due balance.
• Document and present treatment plans, signed by patient.

We Offer:

• Competitive salary and benefits package.
• A supportive team environment in a state-of-the-art dental office.
• Opportunities for professional development and growth within the practice.

Job Types: Full-time, Part-time

Pay: $18.00 - $22.00 per hour

Expected hours: 36 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Paid time off

Healthcare setting:

• Clinic

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• San Antonio, TX 78230: Relocate before starting work (Required)

Work Location: In person