Job Overview
We are seeking a detail-oriented, positive, energetic and proactive Front Desk Administrator / Scheduling Coordinator to join our orthodontic team in Jacksonville. The Scheduling Coordinator (SC) is responsible for patient scheduling and communications. The SC is also responsible for handling the telephones and the paper/digital flow for the front desk/Administrative. The SC is the first person patients see when they come in the door, so a cheerful and welcoming demeanor is essential. We are looking for someone who enjoys solving problems, learning new systems, and working independently. Every day is different, and our ideal team member remains calm, flexible, and positive while balancing multiple priorities.We rely on all front-office staff to work calmly and seamlessly as a team and coordinate efforts to provide the best experience possible for patients, so proven Emotional Intelligence is a plus. Preference will be given to candidates with conversational Spanish language skills and the ability to work in our Springfield office one or two days a week.
Responsibilities
Patient scheduling, including but not limited to:
- Greet in-office patients in a warm and friendly manner.
- Input information into our Ortho2 Edge software quickly and accurately.
- Assist in the coordination of practice-building and public relations efforts with patients, parents, referring doctors, and local community.
- Schedule patient appointments following determined scheduling policies.
- Appropriately schedule appointments to ensure quality care for patients in a timely, stress-free manner (monitor schedule consistently).
- Use proper terminology and scripting when dealing with patients to sound professional, but so that the patients can understand and know that we care about their needs.
- Distribute patient incentives.
- Follow-up on all missed appointments and fill canceled appointments.
- Generate and distribute daily schedules to appropriate staff members.
- Notify chairside assistants of changes occurring in the schedule throughout the workday.
- Coordinate with Treatment Coordinator to keep pretreatment recall and retention systems current.
Communication and telephone duties, including but not limited to:
- Answer phones, voice mail messages, emails and texts promptly
- Fulfill patient requests in a timely fashion
- Possess a warm and friendly telephone voice
- Be able to follow a script but know how to modify as necessary
Administrative and front desk duties, including but not limited to:
- Organize and maintain all file systems for quick retrieval of information.
- Maintain front desk statistics daily, monthly, yearly, etc., as necessary.
- Open and sort mail.
Daily and weekly tasks, including but not limited to:
- Unlocking and locking doors at beginning and end of day
- Getting and keeping reception area clean and well-stocked (coffee, water)
- Sanitizing high-traffic areas (waiting room)
- Greet patients, demonstrate self-check in, answer questions
- Pull and file charts as needed
- Appropriate paperwork processing, including correct application of HIPAA and financial privacy requirements
Experience
- The ideal candidate will have a minimum of one year of experience in orthodontics and/or dentistry and/or two years as a front desk worker in a medical facility.
- A knowledge of dental or orthodontic software is preferred.
- Excellent communication skills, both written and verbal, to effectively interact with team members and stakeholders.
- Ability to work independently as well as collaboratively within a team environment.
Skills
- Good interpersonal skills to establish and maintain a positive rapport with patients, parents, doctors, other staff, and members of the community
- Tactful persuasion skills to accommodate effective scheduling
- Able to work independently
- Able to be flexible and problem solve
- Works well with others and handles conflict-resolution effectively
- Maintains an outgoing, friendly attitude with patients and staff, even under pressure
- Can work with interruptions and manage multiple priorities
- Completes tasks within a time frame and tracks ongoing tasks
- Basic computer knowledge
- Letter composition skills
- Uses correct grammar, spelling and punctuation
- Able to write legibly and work with numbers
- Knowledge of organizational filing procedures and systems
- Have knowledge and skills with office equipment
- Pleasant telephone voice
- Candidates with conversational Spanish abilities will be given preference
If you are a well-organized, friendly person with a positive attitude who enjoys bringing smiles to people's faces, possess the required skills, and are looking for an opportunity to make a significant impact within an organization, we encourage you to apply for the Scheduling Coordinator position.
Starting salary commensurate with experience.
Pay: $18.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Dependent care reimbursement
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Experience:
- Front desk / receptionist: 2 years (Preferred)
Language:
Ability to Commute:
- Jacksonville, IL 62650 (Preferred)
Work Location: In person
