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Dental Scheduler
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We are seeking a highly organized and detail-oriented Dental Scheduler/Treatment Coordinator to join our team at Iowa Dental Associates, LLC. As a key member of our front office staff, you will be responsible for scheduling patient appointments, managing the dental schedule, and coordinating treatment plans.
Key Responsibilities- Schedule Management
- Filling schedule and open appointments/late cancellations is always a top priority.
- Maintain hygiene and doctor schedules for multiple clinicians by monitoring schedule, making and confirming appointments through client recall system.
- Manage the schedule to ensure the office runs optimally and efficiently, providing the highest quality of dental care to each patient.
- Ensure active communication between the front desk and clinical team on schedule changes throughout the day.
- Confirm the next day's appointments according to protocol and patient preferences.
- Schedule patients for efficient use of doctor and staff time.
- Check patient quick-fill lists (ASAP, pinboard, broken) to fill in cancellation and no-show appointment times.
- Review schedule daily, weekly, and monthly to ensure production block scheduling is being utilized to maximize efficiency of staff schedule.
- Consultation Management
- Conduct patient consultations.
- Calculate fees for treatment based on various fee schedules.
- Assist patients with financing options, insurance questions, and treatment concerns.
- Notify patients when pre-estimates come back and schedule appointments after making proper financial arrangements.
- Prepare treatment consent forms, including surgical, endodontic, and general consents.
- Record chart entries from phone or in-person conversations when appropriate.
- Manage doctor charts for treatment plans, treatment conferences, letters, and phone calls.
- Prepare financial treatment plans and present plan options to patients at the end of their appointment.
- Assist with consultation appointments as directed by the doctor.
- Patient Management
- Manage doctor charts for treatment plans, treatment conferences, letters, and phone calls.
- Oversee patient relations and handle patient complaints according to office protocol.
- Help explain office policy to patients.
- Confirm the next day's appointments according to protocol and patient preferences.
- Make follow-up appointments as needed.
- Record chart entries from phone or in-person conversations when appropriate.
- Maintain the recall system, run reports, send recall cards, and make calls as needed.
- Set up appointments for patients with specialists/general dentists, coordinate with their offices, and send explanatory letters, x-rays, study models, etc.
- Ensure the office knows exactly where the patient is in the system at all times.
- Records Management
- Gather and accurately record insurance information from patients.
- Ensure records are stored securely and handled in compliance with HIPAA privacy and security regulations.
- Accurately file patient information.
- Arrange patient charts and radiographs for the next day's appointments.
- Track cases and referrals to and from other doctors.
- Insurance
- Update insurance information on all patients at all times.
- Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by the doctor.
- Assist the insurance coordinator with posting correct treatment codes for billing insurance.
- Verify patients' benefit eligibility and dental treatment history as needed.
- Inventory Management
- Monitor inventory and place items on the list to be ordered as needed.
- Ensure all dental office equipment is working properly.
- Office Participation
- Be an active participant in staff meetings.
- Perform other tasks as assigned by the office manager.
- Correspondence
- Sort, organize, and distribute mail.
- Prepare and send out new patient and referral thank-you letters as directed by the office manager.
- Prepare and send out continuing care notices as directed by the office manager.
- Prepare and send out other necessary correspondence as directed by the office manager.
