POSITION TITLE: SCHEDULING COORDINATOR

LOCATIONS: West Orange (1 opening), and Paterson (1 opening)

REPORTS TO: Front Desk Supervisor

POSITION SUMMARY: 

Controls the daily appointment schedule to meet practice production goals Sets the tone for every patient experience. Maintains an active patient base scheduling-rate of 98% for all patients. Follows documented My Orthodontist scheduling systems. Establishes and maintains rapport with patients/parents, fellow team members and members of the dental community. Handles interruptions and complex situations with a positive attitude. Uses exceptional interpersonal skills with staff members and patients, on the telephone and in person. Manages patient flow, communicates effectively with all other departments. Manages the Phones.

RESPONSIBILITIES:

• Opening and Closing Procedures (see attached document)
• Verbally greet patients in a warm and friendly manner; both on the phone and in person.
• Accurately record all new patient referral sources into the Edge database
• Master the use of the computer scheduling system
• Daily Schedule Monitoring for: Today, Tomorrow, 7 days out and 30 days out, to ensure each day flows smoothly and is productive
• Generate a hard copy of the daily schedule and distribute it to appropriate staff members
• lnlerface with the clinical team to properly schedule emergency patients
• Schedule all patient appointments in accordance with documented scheduling policies
• Utilize effective scripting for all patient interactions
• Notify the clinical supervisor of schedule changes throughout the workday
• Gather complete information on incoming emergency patients and communicate it clearly with the clinical supervisor
• Conduct weekly active patient audits to confirm that each patient has the ‘Next’ appointment scheduled
• Maintain updated contact and insurance information in each patient Chart; including annual medical history updates using the short AOA form
• Answe. telephone calls professionally and with outstanding custon]er service
• Comnunicaie with patients regarding appointment compliance, scnedule changes or any other schecl.rle-related issues
• Call paiients who are 5 minutes late
• Follow up on all missed appointments and fill canceled appointment slots
• Follow up on messages received first thing each morning and immediately. following lunch
• Organize and maintain all electronic filing systems for quick retrieval of information
• Assist with the implementation of practice marketing strategies such as asking for referrals and patient contests
  • Check-in
    • Collect co-payments and post patients’ in-office payments
    • Maintain New Patient paperwork clipboards in sulficient numbers as to equal the daily new patient flow
    • Ensure that all documents prepared for, and given to patients are complete and accurate
    • Ensure that all fields of the daily log match the Edge transaction log. Submits log to Dr. Saffar, to Operations Manager and to Billing Manager, daily
  • Check-out
    • In the event the Treatment Coordinator is not available to do so, call the parents of patients who have received Insurance Bonding Approvals to confirm the approval and to schedule the Start appointments
    • Scan in and properly label all patient documents in the corresponding patients’ charts
    • Confirm all bonding appointments the day prior to the appointment
    • Submit COC (continuation of care) forms for all active, state insurance patients
• Perform other duties as assigned
• Responsible for complying with OSHA, HIPM, security and privacy policies at all times

SPECIFICATICNS:

• High School diploma or GED
  • or Minimum of 3 years dental front desk experience or the equivalent in a related field

SKILLS:

• Knowledge of orthodontics procedures preferred
• Experience utilizing practice management software
• Proficrency with Microsoft Office Suite

COMPETENCIES:

• Tactful persuasion skills to ensure effective scheduling
• Exceptional interpersonal skills
• Effective verbal skills to communicate with patients, parents, doctors, and staff, both in person and on the telephone
• Professional attitude and appearance
• Pleasant telephone voice
• Ability to speak, understand, and write fluent English
• Ability to work with interruptions and to manage multiple priorities
• Effective and efficient while working unsupervised
• Understands and accepts responsibility for the schedule

PHYSICAL REQUIREMENTS and WORKING CONDITIONS:

Adequate visual and hearing are needed in daily work. There are frequent intervals devoted to keyboard manipulation for imputing and retrieving data. data. Must be able to endure long hours of sitting. Must be able to withstand the stress and demands of a high-volume orthodontics practice.t