Front Desk Scheduling Coordinator-Orthodontics

University of Minnesota - Minneapolis-Saint Paul, MN4.2


All required qualifications must be documented on application materials.

Business college, office skills training, university level education, clerical experience involving contact with the public, or a combination of the above totaling four years.
Must be able to communicate verbally and in writing; in clear, understandable English.
Experience in a receptionist or other customer service position with both over the phone and in person communication with a diverse patient or customer base.
Demonstrated excellent customer service skills and attention to detail in a busy environment with many interruptions.
Demonstrated characteristics necessary for effective teamwork, such as communication, interaction, and collaboration between team members.

Clerical experience to include keyboarding experience and experience interacting with people (i.e. receptionist, switchboard, etc.).
Experience scheduling patients electronically in a medical or dental office/clinic/hospital.
Experience working with a diverse population and working with interpreters.
Experience as a dental/medical receptionist.
Experience using data look-up and data entry functions on a computer system.
Positive and outgoing personality and ability to assist patients in a friendly and positive manner.
Demonstrated ability to organize work under pressure.
Demonstrated ability to function with multiple priorities and interruptions.
Demonstrated advanced oral communication skills.
Demonstrated advanced written communication skills.
Experience with validating insurance information, prior authorizations, and following up on insurance claims is a plus.

About the Job

This position will be an 80% position working 32 hours in a four day work week; most likely Monday-Thursday. Schedule is determined by the supervisor.
This role services as the first point of contact for patients and thier parents/families/representatives for Orthodontic care in the Faculty Practice. The Faculty practice clinic is open on Thursdays where this person will greet, check-in, obtain paperwork and payments, and coordinate all other duties associated with receiving patients. On the other days of work, this role will be communicating with patients and others about appointments, payments, paperwork, insurance, and other duties associated with being a patient of the Orthodontics Faculty Practice. Some of the duites for this position include but are not limited to:
  • Customer Service
Care for each person as he/she would like to be cared for by:
Putting the patient first at every opportunity
Listening to understand each patient
Showing concern for each patient
Acting individually and with others to meet each patient's needs
Handling stressful situations with respect, concern, and in the appropriate manner to resolve the situation
Greeting patients, students, staff, faculty and the general public in a pleasant manner
Determining the nature and purpose of the visit and directing them to the specific destinations
  • Check-in and Administration
Check in patients in an accurate and professional manner
Identify and accurately collect co-pays or appropriate fees
Familiarize with insurance claims
Check insurance status
Use computer-based systems to verify patient information
Understand and communicate benefit changes to members, or refer to appropriate resource
Communicate wait times in a diplomatic manner
Direct patients to the appropriate care area
Provide patients with appropriate forms, questionnaires, etc.
Follows proper cash handling policies and procedures outlined by U of M.
Collect fees from patients; calculate and give correct change, process payments received
Review demographic and insurance information, HIPAA compliance, update View point/Ortho II systems, enter insurance information and updates.
  • Computerized Appointment Scheduling
Schedule appointments in an accurate and timely manner
Maintain knowledge of appointment scheduling policies and procedures
  • Registration and Verification
Complete the registration process, including reviewing the registration information for completeness and accuracy and obtain further information, if necessary
Verify insurance eligibility, if necessary
Register patients in an accurate, efficient, and timely manner
  • Specialty Appointment Coordination
Provide patient with information required to schedule specialty appointments
  • Facilitate Timely and Accurate Flow of Communication within the Clinic
Answer telephone and respond appropriately to the caller
Take and relay messages requiring follow-up to appropriate individuals
Prepare records and materials for new patient appointments
Schedule new patients and order interpreters when needed
Assist with the clerical duties of the clinic, e.g., faxing information, making copies, scanning forms, etc.
  • Assist or backup insurance coordinator as needed
Submitting insurance records, prior authorizations, and monthly claims
Scanning insurance response, informing Dr. of approvals
Following up on insurance claims and payments as needed
  • Other duties as assigned
The above duties do not include all tasks and do not limit the assignment of additional tasks in this job class.
Estimated starting hourly rate for this position will be $16.27-$19.30 an hour DOE/DOQ.

About the Department

University of Minnesota School of Dentistry
Our Mission: The University of Minnesota School of Dentistry is the state’s only dental school, and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. As such, we are a regional resource to five states for dental education, consulting services, patient treatment, and ongoing continuing dental education. We educate general dentists and dental specialists, dental therapists, dental hygienists, dental educators and research scientists. The University of Minnesota School of Dentistry advances health through scientific discovery, innovative education, and the highest-quality care for all communities.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Activities" page and uploading documents there.


The University of Minnesota shall provide equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

Background Check Information

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.