Front Desk Coordinator / Scheduling Coordinator

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 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:
Spanish (Preferred)
Ability to Commute:
Jacksonville, IL 62650 (Preferred)
Work Location: In person