How to Be Dental Scheduling Coordinator - Job Description, Skills, and Interview Questions

Apr 17, 2020 / 5 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

Links

The lack of an efficient dental scheduling coordinator can lead to a number of issues in a dental practice. Without a dedicated coordinator, staff can struggle to keep up with appointment scheduling, patient inquiries, and administrative tasks. This can lead to delays in patient care, poor customer service experiences, and an overall decrease in practice efficiency.

To prevent such problems from occurring, it is important to invest in a reliable dental scheduling coordinator who is equipped with the necessary skills and experience to ensure that all operations are running smoothly. The coordinator should be able to handle scheduling, patient communication, and related administrative duties in a timely and accurate fashion.

Steps How to Become

Obtain a high school diploma or equivalent. Most employers require dental scheduling coordinators to have at least a high school diploma or GED.
Pursue a college degree in business or healthcare management. While not necessarily required, a college degree in business or healthcare management may open up more opportunities for advancement or higher-paying jobs in the field.
Obtain experience in dental office administration. Prior experience working as an administrative assistant or receptionist in a dental office can be an asset when competing for dental scheduling coordinator positions.
Earn a certification in medical coding. Many employers prefer dental scheduling coordinators to have a certification in medical coding, such as the Certified Professional Coder (CPC) credential offered by the American Academy of Professional Coders (AAPC).
Obtain a certification in dental office administration. A professional certification in dental office administration, such as the Certified Dental Office Manager (CDOM) credential offered by the American Association of Dental Office Management (AADOM), can demonstrate your proficiency in the field.
Apply for open positions. Once you have the appropriate educational background and certifications, start applying for open positions as a dental scheduling coordinator. Many employers prefer candidates with previous experience in the field, so be sure to highlight your relevant experience on your resume and during job interviews.

The role of a Dental Scheduling Coordinator is critical for the successful operation of any dental practice. Proper scheduling of patients and maintaining accurate records of appointments are essential for the smooth running of any dental office. Unfortunately, an inexperienced or ill-equipped scheduling coordinator can lead to a number of problems, such as long wait times, overbooking, or missed appointments.

This can result in decreased patient satisfaction, lost revenue, and a decrease in the overall efficiency of the practice. On the other hand, an ideal and competent Dental Scheduling Coordinator can help ensure that patients are seen on time, that all appointments are fully used, and that the practice runs smoothly and efficiently. This will ensure that patient satisfaction remains high, that the practice is profitable, and that the efficiency of the practice is improved.

You may want to check Dental Treatment Plan Coordinator, Dental Product Sales Representative, and Dental Lab Technician Supervisor for alternative.

Job Description

Greet patients and visitors in a friendly, professional manner.
Schedule appointments for patients based on availability and preferences.
Verify patient information and update patient records.
Assist in the preparation of patient charts.
Manage and track patient financial accounts.
Collect payments, enter data into the computer system, and ensure accuracy of records.
Answer phones and respond to patient inquiries.
Follow up with patients regarding missed appointments and rescheduling.
Coordinate with other dental staff members to ensure efficient workflow.
Follow safety regulations and maintain a clean, organized work environment.

Skills and Competencies to Have

Excellent customer service skills
Ability to multitask and prioritize
Proficient computer skills, including knowledge of dental office software
Knowledge of dental treatments, procedures, and terminology
Excellent organizational and communication skills
Ability to remain calm in high-pressure situations
Ability to maintain patient confidentiality
Knowledge of dental insurance plans and billing procedures
Effective problem-solving and conflict resolution skills
Attention to detail and accuracy

Good communication skills are essential for a successful dental scheduling coordinator. Effective communication helps to ensure that appointments are scheduled correctly, that all parties involved are informed, and that any changes or updates are communicated quickly and accurately. The ability to multitask is also a must-have, as the job often involves interacting with patients, the dental team, and various providers.

Good organizational skills are needed to create and maintain accurate records of patient information and treatments, as well as to stay on top of any changes or updates to the schedule. problem-solving skills are a must for dealing with any issues that arise, such as overbooking or patient cancellations. By having these skills, a dental scheduling coordinator can provide a seamless experience for patients and ensure that the office runs smoothly.

Dental Office Supervisor, Dental Practice Consultant, and Dental Clinical Coordinator are related jobs you may like.

Frequent Interview Questions

What experience do you have scheduling dental appointments?
How do you prioritize patient requests for appointment times?
How do you handle patients who are unhappy with the appointment time they are offered?
What systems do you use to track patient appointments?
How do you ensure patient information is kept up-to-date and accurate?
How do you handle last-minute schedule changes or cancellations?
How do you ensure that the dental office meets all of its legal requirements for patient privacy and record-keeping?
How do you manage patient flow in order to maximize efficiency?
What strategies do you use to encourage patients to adhere to their appointment schedules?
How do you handle multiple phone calls or requests for appointments at the same time?

Common Tools in Industry

Practice Management Software. Software that helps dental practices manage appointments, patient records, billing and insurance information. (eg: Dentrix)
Electronic Health Records (EHR). Software that allows dentists to store patient health information in a digital format. (eg: Open Dental)
Online Scheduling Software. Web-based software that allows patients to book appointments online with their dentist. (eg: Zocdoc)
Appointment Reminders. Software that sends automated appointment reminders to patients via text, email or phone call. (eg: Apptoto)
Patient Communication Software. Software that helps practices communicate with patients through email, text or phone calls. (eg: PatientPop)
Reporting Software. Software that helps practices generate reports and analyze data related to patient visits, treatments and payments. (eg: Revenue Well)

Professional Organizations to Know

American Dental Association (ADA)
American Association of Dental Office Management (AADOM)
Academy of Dental Management Consultants (ADMC)
American Academy of Dental Practice Administration (AADPA)
American Association of Dental Practice Financial Advisors (AADPFA)
National Association of Dental Plans (NADP)
American College of Dentists (ACD)
American Dental Hygienists Association (ADHA)
American Academy of Oral and Maxillofacial Radiology (AAOMR)
American Academy of Implant Dentistry (AAID)

We also have Dental Biller, Dental Treatment Planner, and Dental Claims Processor jobs reports.

Common Important Terms

Patient Scheduling. The process of scheduling appointments for patients to receive medical or dental care.
Appointment Reminders. Notifications sent to patients reminding them of their upcoming medical or dental appointment.
Cancellation Policy. Rules and regulations that govern how patients can cancel their medical or dental appointments.
Patient Billing. The process of collecting payment from patients for services rendered.
Insurance Verification. The process of verifying a patient's insurance coverage prior to providing medical or dental care.
Treatment Plans. A plan of action proposed by a healthcare provider outlining the necessary steps for a patient to receive the care they need.
HIPAA Compliance. A set of regulations that protect the privacy and security of patient health information.

Frequently Asked Questions

What is the primary responsibility of a Dental Scheduling Coordinator?

The primary responsibility of a Dental Scheduling Coordinator is to manage the daily operations of the dental office, including patient scheduling, appointment confirmations, and front desk duties.

What qualifications are required for a Dental Scheduling Coordinator?

Qualifications for a Dental Scheduling Coordinator typically include a high school diploma or equivalent, experience with dental office software, and excellent customer service and communication skills.

How much does a Dental Scheduling Coordinator make on average?

According to the U.S. Bureau of Labor Statistics, the median salary for a Dental Scheduling Coordinator is $33,000 per year.

What other duties are typically performed by a Dental Scheduling Coordinator?

Other duties that may be performed by a Dental Scheduling Coordinator include insurance verification, financial arrangements, answering phones, maintaining records and ordering supplies.