Scheduling Coordinator Dental Front Office

About the Role The Patient Care Coordinator welcomes patients, keeps the daily schedule moving, and helps patients understand and schedule recommended care. Filling the doctors’ and hygienists’ schedules is a primary responsibility. This role works closely with clinical and insurance teams to give patients accurate information and a caring, organized experience at every visit.

What success looks like

Patients feel welcomed and know their next step. Provider schedules are actively filled and reviewed ahead of time. Follow up is timely, records are accurate, and the front desk and clinical teams stay aligned. The coordinator demonstrates McRae Family Dental’s values of being Modern, Caring, Respectful, Able, and committed to Excellence while improving lives one smile at a time.

What You'll Do • Key responsibilities Greet patients promptly and warmly, manage check in and check out, and help each patient understand the next step in the visit. Keep doctor and hygiene schedules full by contacting patients from overdue, unscheduled treatment, recall, and broken appointment lists; offer available times and follow through on responses. Monitor upcoming schedules for openings, confirmation status, appointment readiness, and opportunities to move patients into appropriate openings. Schedule appointments with the correct provider and appropriate visit length, coordinating with clinical and insurance teams when treatment or coverage details need clarification. Present treatment plans clearly, answer administrative questions, discuss estimated patient costs, and offer available payment options, including Cherry financing, according to practice policy. Use Open Dental Cloud to maintain accurate patient information, appointment status, and communication notes; document calls, texts, scheduling decisions, and patient responses in the appropriate record. Work with the AI phone answering system by reviewing messages and requests, returning calls promptly, and resolving items that require a team member. Verify contact information and help collect forms, insurance details, and other information needed before the appointment; protect patient privacy. Coordinate handoffs with assistants, hygienists, doctors, and insurance coordinators so patients receive consistent information and needed follow up. Help maintain a welcoming reception area and support other front desk tasks as patient flow requires.

What You'll Bring Required: • Strong customer service, communication, organization, and follow through. Comfort discussing dental treatment scheduling, financial estimates, and payment options with clarity and empathy. Ability to manage several priorities while staying accurate and calm in a busy practice. Comfort learning practice software, AI assisted phone workflows, and office procedures. Dental front office experience and familiarity with Open Dental are preferred. Preferred: