Scheduling Specialist

Job description:

Our Vision

At Pediatric Dentistry & Orthodontics, our vision is to transform how the next generation feels about visiting the dentist. We strive to create confident, healthy smiles that positively impact each patient’s self-esteem and overall well-being.

Our Mission

Our mission is to provide every patient with a five-star experience that encourages trust, loyalty, and referrals through exceptional care and service.

Our Core Values

• Own Your SMILE
• Spread Joy & Kindness
• Master Skills with Confidence
• Interact with Compassion
• Lead with Integrity
• Empower Through Teamwork

Position Summary

The Scheduling Coordinator plays a key role in delivering an exceptional patient experience while ensuring provider schedules remain full, efficient, and productive. This position is responsible for managing patient appointments, handling inbound and outbound communications, maintaining accurate records, and supporting the front office team.

The ideal candidate is organized, detail-oriented, proactive, and passionate about customer service.

Key ResponsibilitiesFront Office & Administrative Duties

• Answer and return incoming calls professionally and courteously
• Manage multiple phone lines and patient inquiries efficiently
• Respond to emails, texts, faxes, and electronic correspondence promptly
• Maintain a clean and welcoming front desk and reception area
• Identify workflow inefficiencies and recommend solutions
• Support the Front Team Lead and other team members as needed
• Ensure every patient receives a positive, five-star experience

Appointment Scheduling & Coordination

• Schedule and reschedule patient appointments accurately and efficiently
• Manage provider schedules to maximize productivity and minimize gaps
• Prioritize filling same-day and next-day openings whenever possible
• Confirm appointments through calls, texts, and email communications
• Monitor and track broken or missed appointments
• Utilize scheduling reports and tools to fill openings in provider schedules
• Ensure all treatment appointments are fully confirmed

Patient Intake & Insurance Verification

• Enter referral patients into the patient records system
• Follow up with unscheduled referral patients within two business days
• Send welcome packets and health history forms to new patients
• Collect and verify insurance information prior to appointments
• Verify Medicaid and CHIP eligibility before scheduled visits
• Ensure all required health history forms and documentation are completed

Patient Relations & Financial Coordination

• Greet patients warmly upon arrival
• Perform patient check-in procedures and collect required documentation
• Serve as a liaison between patients and clinicians
• Help patients understand recommended treatment plans and scheduling options
• Collect patient payments including cash, checks, credit cards, and payment plans
• Discuss financial arrangements and financing options such as CareCredit
• Assist with collection of outstanding balances

Qualifications & Skills

• Minimum 1 year of customer service experience required
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Professional, positive, and team-oriented attitude
• Strong attention to detail and confidentiality
• Ability to problem-solve and think critically
• Self-motivated with a proactive mindset
• Commitment to delivering exceptional patient care and customer service

Benefits

• 401(k)
• Employee discounts
• Opportunities for advancement
• Paid time off
• Retirement plan
• Uniform allowance

We are seeking someone who is dependable, compassionate, and driven to create a positive experience for every patient and family who walks through our doors.

Please do not call regarding this position.

Pay: $40,000.00 - $48,000.00 per year

Benefits:

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

Work Location: In person

Salary : $40,000 - $48,000