Aug 18, 2022
Mon, Tue, Wed, Thur, Fri
The Scheduling Coordinator is the face and voice of our office. S/he is normally the first person spoken to and the first person met at patients walk in the front door. S/he coordinates, integrates and represents all facets of patient services from the 1st phone call through continuing care and compliance. S/he is responsible for filling the doctor and hygiene schedules in a balanced, customer service oriented way and manages the daily, weekly, and monthly schedule to meet the practice’s production, efficiency and collection goals. All administrative and computer input functions that support an ideal schedule, are attended to with detail and a focus on the best outcomes. The Appointment Coordinator markets the practice through a helpful, kind and considerate approach to patient needs while using excellent verbal skills. To assure consistency and stability, the appointment coordinator is also cross-trained with the financial coordinator so that s/he can assist when required. Knowledge, skills, and abilities required Relationship building skills Influencing skills Telephone/conversion skills Strong attention to detail In-depth computer knowledge of practice management software Ability to market the practice Excellent verbal skills with patients and staff Overall understanding of office philosophy and systems Self-directed Key performance standards/statistics Daily, Monthly, and Yearly Collection Goals achieved Daily, Monthly, and Yearly Production Goals achieved Excellent written exit surveys from patients in regards to greetings, phone calls and front office scheduling Adherence to ideal scheduling templates Support of the overall goals and strategies per the Annual Plan Ideal conversion % from 1stinquiry to appointment No Show and cancellation % less than 5% Internal referrals generated from marketing efforts Case acceptance of 85% for new patients and 90% for patients of record Continuing Care Compliance Duties performed: Job Specific Implement a system to schedule emergency patients, new patients, and significant treatment blocks appropriately Fill late cancellation or no shows with quick call patients Utilize an effective courtesy call system that reinforces commitment to the appointment times Utilize Pride scheduling concepts to effectively schedule the entire clinical team efficiently and effectively Employ on-going, effective online communication strategies, to keep patients interested and accountable for their next appointment Adhere to the guidelines laid out in ideal schedule templates Maintain all computer records to the highest standard Prepare for morning huddle Check production and collection goals daily to work towards making goal daily Schedule patients over the phone and face-to face Utilizing excellent verbal skills convey our philosophy statement to patients that call our office Maintain control of the schedule while at the same time giving patients appropriate options and communicating a genuine concern for them Strive to have every time slot of doctor/hygiene time filled Utilize the ruler for all appointments made Coordinate with the clinical team for seamless, delivery Effectively maintain a continuing care pre-appointing system that inspires patients to schedule and show up for their appropriate hygiene intervals Complete patient monitors to track case acceptance Be prepared to collect over the counter any monies that have been worked out in the F/A Teamwork Prepare for morning huddle by distributing a copy of the day’s schedule to each team member Discuss any problems or successes with handoffs, rulers, from the previous day Cross train team so that they can schedule when appropriate Participate in all team meetings Keep team informed of the next available opening including emergency time and pre-blocks Embody the practice philosophy in all actions and decisions Use excellent verbal skills with staff, as well with patients Encourage efficient and office focused use of time and discussions Conduct yourself as a self-directed team member Practice Management Use great verbal skills discuss with confidence the life changing dental changes that patients have seen, and the amazing talents of this team Ask patients for a referral/online testimonials and hand out a business card. Quality care is always the best marketing Write of call patients that made a special impact on the office thanking them for being our patient Participate in all team meetings by being prepared with assignments offering insight into Trends Statistics and engaging in brainstorming activities to support the practice goals Actively participate in all Social Media strategies that reinforce the brand and marketing strategies of the practice Maintain all statistical interpretations of success for the job description and overall front office results, in order to reinforce success and address challenges Actively participate in all continuing educational opportunities to expand your skills set Equipment used (includes but not limited to) Computer Leadership/Self-Direction Responsibility The number one duty of all employees is patient care and meeting patient needs. This guide is an outline of duties which generally must be accomplished daily, weekly, and monthly. It is the policy of this office that when you have completed your duties and have free time, you must check to see what needs to be done elsewhere. It is expected that you will perform any function asked of you knowing that you will never be asked to do anything that is illegal, immoral or unethical. We stand by the vision of the practice to provide an atmosphere of continuous learning and of mutual support where everyone bands together as a team to provide the utmost in care to our patients while honoring each other.
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