Dental Scheduling & Treatment Coordinator

Perfect Smile Dental Arts•Lynbrook, NY

About The Position

The Dental Scheduling & Treatment Coordinator plays a critical role in the operational and financial success of the practice. This position is responsible for managing and engineering the daily patient schedule to support production goals, guiding patients through their treatment plans, coordinating insurance and financial arrangements, and ensuring consistent followthrough on all scheduled and diagnosed care. This role combines advanced scheduling expertise, treatment coordination, patient communication, insurance administration, and proactive outreach. The ideal candidate understands that scheduling is not about filling time-it is about strategically placing the right procedures, with the right provider, at the right time, to maximize efficiency, patient satisfaction, and practice growth. This position may be structured as hourly or salaried, with performance-based bonus opportunities tied to schedule utilization, treatment acceptance, patient reactivation, and overall production outcomes.

Requirements

Dental front office experience preferred, particularly in scheduling or treatment coordination
Strong knowledge of dental terminology, procedures, and insurance processes
Excellent verbal and written communication skills
Strong organizational skills with attention to detail and follow-through
Ability to manage multiple priorities in a fast-paced environment
Confidence discussing treatment plans, insurance benefits, and financial responsibility
Professional demeanor and commitment to patient-centered care

Responsibilities

Manage daily and weekly appointment schedules for doctors and hygienists to support established production goals
Schedule appointments strategically based on procedure type, provider availability, and clinical flow
Actively manage and reduce open chair time by filling cancellations and same-day openings
Maintain and utilize quick-fill and short-notice lists to maximize schedule utilization
Confirm appointments, handle reschedules, and minimize no-shows through proactive communication
Coordinate new patient scheduling, ensuring appropriate appointment length and prerequisites
Monitor schedule performance and adjust in real time to maintain efficiency and flow
Proactively contact patients with unscheduled, overdue, or incomplete treatment
Run recall and reactivation campaigns to convert inactive or overdue patients into scheduled appointments
Perform outbound calls, texts, and follow-ups for pending treatment plans and open schedule gaps
Track outreach efforts and outcomes to improve conversion rates and patient retention
Maintain organized follow-up systems to ensure no patient or treatment plan is overlooked
Present treatment plans clearly and confidently, including procedures, sequencing, timelines, and expectations
Review insurance benefits, limitations, and estimated patient responsibility in a clear, patient-friendly manner
Provide financial counseling, including co-pays, payment options, and third-party financing when applicable
Address patient questions and concerns with empathy, professionalism, and clarity
Support patients through the decision-making process to improve treatment acceptance
Track treatment acceptance, declined treatment, and pending cases for follow-up
Coordinate timely scheduling of accepted treatment to ensure continuity of care
Verify insurance benefits as needed to support treatment planning and financial estimates
Prepare, submit, and track predeterminations and pre-authorizations for planned treatment
Ensure all required documentation is complete, including narratives, x-rays, photos, and clinical charts
Create and submit insurance claims as assigned
Follow up on pending claims, missing information, and insurance responses
Communicate insurance updates and outcomes to patients and providers as appropriate
Maintain accuracy and compliance in all insurance-related workflows
Serve as a primary point of contact for patients regarding scheduling, treatment, and financial questions
Answer and return phone calls promptly and professionally
Maintain a calm, confident, and courteous demeanor in all patient interactions
Ensure accurate documentation of appointments, conversations, and treatment notes
Uphold patient confidentiality and HIPAA compliance at all times
Contribute to a positive, organized, and welcoming front office environment
Act as a liaison between clinical providers, administrative staff, and patients
Communicate scheduling needs, changes, and priorities clearly to the team
Support daily office flow to reduce bottlenecks and inefficiencies
Assist with reports related to production, treatment acceptance, and outstanding cases
Participate in team meetings, training, and process improvement initiatives