Lead Scheduler

Position Summary

The Lead Scheduler oversees and supports all scheduling functions within a high-volume oral and maxillofacial surgery practice. This role is responsible for ensuring accurate, efficient, and strategically optimized scheduling for in-office consultations, in-office procedures, and hospital-based surgeries.

As the lead scheduler among a team of three, the Lead Scheduler monitors daily scheduling performance, ensures adherence to established scheduling guidelines, serves as liaison between doctors and schedulers, and maintains full, productive schedules that align with provider goals and patient care standards.

This position requires exceptional organizational skills, critical thinking, leadership ability, and a strong understanding of oral surgery procedures and workflow.

Key Responsibilities

Leadership & Oversight

• Monitor the master schedule daily to ensure accuracy, completeness, and productivity.
• Ensure schedules are filled appropriately according to provider templates and scheduling guidelines.
• Identify gaps, inefficiencies, or overbooking issues and correct proactively.
• Provide training, coaching, and ongoing feedback to scheduling team members.
• Conduct routine audits of scheduled cases for accuracy (procedure types, time allocation, anesthesia type, special requests).

Scheduling Responsibilities

In-Office Consultations & Procedures

• Schedule patient consultations and procedures according to established guidelines.
• Allocate appropriate time blocks based on procedure type, anesthesia requirements, and surgeon preference.
• Ensure proper sequencing of cases to maximize clinical efficiency and patient flow.
• Confirm required documentation, referrals, imaging, and pre-authorizations prior to scheduling.

Hospital Surgeries

• Schedule hospital-based surgical cases.
• Secure OR time, submit required documentation, and confirm pre-operative requirements.
• Communicate surgical dates and instructions clearly to patients.
• Track hospital block time utilization and ensure efficient use of allotted time.

Liaison Between Doctors & Scheduling Team

• Serve as primary communication bridge between surgeons and schedulers.
• Implement and enforce surgeon-specific scheduling preferences and templates.
• Communicate schedule adjustments, block time changes, and special cases.
• Escalate complex scheduling conflicts or clinical considerations appropriately.

Schedule Optimization & Productivity

• Maintain full, balanced, and strategically optimized schedules across all providers.
• Monitor/maintain cancellation lists, incoming referrals, and open time slots.
• Track no-shows and last-minute cancellations; implement strategies to reduce gaps.
• Analyze trends in scheduling patterns and recommend improvements.
• Work collaboratively with leadership to maximize productivity.

Administrative & Operational Duties

• Ensure accurate entry of appointment details.
• Confirm insurance requirements are addressed prior to surgical appointments.
• Verify financial arrangements are coordinated prior to procedure scheduling.
• Maintain compliance with HIPAA and confidentiality standards.
• Assist with development and updates to scheduling SOPs and workflow processes.
• Cross-train to provide coverage for front desk or other administrative roles when needed.

Qualifications

• Minimum 3–5 years medical or dental scheduling experience (oral surgery preferred).
• Prior leadership experience preferred.
• Strong understanding of oral surgery procedures scheduling.
• Experience coordinating hospital OR cases preferred.
• Exceptional organizational and time-management skills.
• Strong critical thinking and problem-solving ability.
• Proficiency in practice management software and Microsoft Office.
• Professional communication skills (verbal and written).
• Ability to manage multiple providers and high call volumes efficiently.

Core Competencies

• Leadership & Team Accountability
• Attention to Detail
• Strategic Thinking
• Workflow Optimization
• Conflict Resolution
• Professional Communication
• Initiative & Ownership
• Adaptability in a Fast-Paced Environment

Performance Expectations

• Schedules remain full and aligned with production goals.
• Minimal scheduling errors or time misallocations.
• Effective coordination between doctors and scheduling team.
• Strong team morale and accountability within scheduling department.
• Proactive identification and resolution of scheduling issues.

Pay: From $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Uniform allowance
• Vision insurance

Work Location: In person

Salary : $20