Scheduling Coordinator

Title: Scheduling Coordinator
Practice: Valley Oral & Facial Surgery
Location: Bismarck, ND
Office Hours:

• Monday: 7:00am - 4:00pm
• Tuesday: 7:00am - 4:00pm
• Wednesday: 7:00am - 4:00pm
• Thursday: 7:00am - 4:00pm
• Friday: 7:00am - 11:00am
• Saturday: Closed
• Sunday: Closed

Position Purpose:

The Scheduling Coordinator supports the efficiency of our oral surgery practice by managing patient appointments, maintaining the daily schedule, and serving as the primary point of contact for patients. At our Bismarck office, this role also assists with billing processes by reviewing and submitting claims, as well as working with insurance companies to address denials, rejections, and underpayments to help ensure timely and accurate reimbursement.

Essential Functions

• Answer phones to coordinate and schedule patient appointments, surgeries, consultations, and follow-up visits using our practice management software. Ensure accurate and timely entry of all scheduling information.
• Communicate effectively with patients via phone, email, and in person to confirm appointments, provide pre-appointment instructions, and answer any scheduling-related questions.
• Maintain and adjust the daily and weekly schedules to maximize efficiency and minimize downtime. Coordinate with clinical staff to ensure adequate coverage and optimal patient flow.
• Accurately update and maintain patient records, including appointment details, treatment plans, and any changes to the schedule.
• Provide exceptional patient service by addressing patient concerns, resolving scheduling conflicts, accepting & posting patient payments and ensuring a positive patient experience.
• Communicate with referring providers by filing incoming patient information from referring providers and sending thank you letters to referring providers after patient care.
• Work collaboratively with the clinical and administrative team to ensure smooth operations and effective communication within the practice.
• Generate and analyze scheduling reports to identify trends, areas for improvement, and opportunities to enhance the scheduling process.
• Implement and adhere to quality assurance protocols to ensure the highest standards of care in implant procedures.
• Participate in continuous improvement initiatives to enhance efficiency and patient outcomes

Claim Management:

• Review and manage claims to ensure timely submission and follow-up.
• Work with insurance companies to resolve claim denials, rejections, and underpayments, ensuring optimal reimbursement.

Qualifications

Education:

• High school diploma or equivalency, required.

Experience:

• Previous experience in a medical or dental office, particularly in a scheduling or administrative role, is highly desirable.
• Proficiency with practice management software and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills, with a patient-centered approach.
• Knowledge of medical terminology, a plus.
• Experience interpreting and reconciling Explanation of Benefits (EOBs) - Preferred

Performance Requirements:

• Approachable, professional demeanor
• Detail-oriented and thorough in task execution.
• Strong problem-solving skills and ability to adapt to changing situations.
• Empathetic and patient-focused approach to care coordination.
• Ability to work well under pressure in a fast-paced environment.
• Team player with excellent collaboration skills.
• Independent decision-making skills and utilization of sound judgement.
• Strong work ethic and willingness to go above and beyond.

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. OPS's management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.