Scheduling Coordinator

About Us

At Compassionate Dental Care, we transform people’s lives by redefining their dental experience with comfort, trust, and compassion. We are dedicated to creating a welcoming and positive environment for both our patients and our team. Our core values—Inspirational, Disciplined, Accountable, Transparent, Aligned, and Results Oriented—guide everything we do, ensuring that each smile we touch is one filled with confidence and care.

Position Overview

We are seeking a compassionate and detail-oriented Scheduling Coordinator to join our team. As the first point of contact for many patients, this role is vital in ensuring a smooth, efficient, and welcoming experience. The Scheduling Coordinator is responsible for managing the practice’s appointment schedule, optimizing patient flow, and supporting the dental team with precision, accountability, and care.

Key Responsibilities

• Greet patients warmly and provide a professional, compassionate first impression, whether in person or on the phone.
• Manage and optimize the daily appointment schedule, balancing patient needs with provider availability.
• Confirm, reschedule, and follow up on patient appointments with discipline and accuracy.
• Communicate transparently with patients regarding treatment needs, scheduling policies, and financial considerations.
• Coordinate provider schedules to maximize productivity while ensuring patients receive timely and compassionate care.
• Maintain accurate and up-to-date patient records within the practice management system.
• Collaborate with clinical and administrative team members to ensure seamless patient flow and efficient operations.
• Provide support with billing, insurance verification, and financial arrangements as needed.
• Handle incoming calls and inquiries with professionalism, urgency, and empathy.
• Participate in ongoing training and team meetings to stay aligned with practice goals and values.

Qualifications

• Previous experience in office environment, preferred dental scheduling, dental office administration, or healthcare front office preferred.
• Excellent interpersonal and communication skills with a patient-first mindset.
• Strong organizational and multitasking abilities, with attention to detail.
• Proficiency in dental practice management software (Dentrix, Eaglesoft, or similar) is a plus.
• Ability to work in a fast-paced environment with discipline and accountability.
• Commitment to transparency, teamwork, and creating positive patient experiences.

Key Performance Indicators (KPIs)

• Patient Satisfaction:  Maintain a patient satisfaction rating of 95% or higher, reflecting exceptional communication and service.
• Schedule Accuracy:  Achieve 100% accuracy in scheduling appointments, reducing errors and minimizing patient wait times.
• No-Show/Cancelled Appointments:  Maintain cancellation and no-show rates within practice standards through proactive confirmations and follow-ups.
• Productivity Optimization:  Ensure providers’ schedules are consistently filled to practice goals while balancing patient care needs.
• Documentation Accuracy:  Maintain 100% accuracy in patient demographic and insurance information in the practice management system.
• Call Handling Efficiency:  Answer all incoming calls within 3 rings, resolving inquiries or scheduling appointments with professionalism and empathy.
• Team Collaboration:  Actively contribute in team meetings and training sessions, sharing ideas to improve scheduling efficiency and patient experience.

Job Type:  Full-time

Pay: $20.00 - $26.50 per hour

Benefits:

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