Front Office

Tailwater LLC•Martin, TN

About The Position

The Hygiene Coordinator manages hygiene scheduling, patient communication, insurance and financial coordination, schedule optimization, administrative reporting, and collaboration with the dental team. The role supports preventive care, patient retention, productive hygiene schedules, and office growth. Duties include maintaining patient records, documenting communications in practice management software, handling overdue and inactive patients, supporting recall programs, and completing Wednesday closing tasks. The job description may be modified as practice needs evolve.

Requirements

Strong organizational and time-management skills.
Excellent communication and customer service abilities.
Ability to multitask in a fast-paced dental environment.
Proficient computer and data-entry skills.
Attention to detail and ability to maintain confidentiality.
Maintain hygiene reappointment percentage at office-established goals.
Minimize unscheduled hygiene hours.
Support patient retention and recall program effectiveness.
Be available for the stated typical work schedule, which may be modified as practice needs evolve, and remain at the practice on Wednesdays until all patients have left.

Nice To Haves

Knowledge of dental insurance and scheduling procedures.

Responsibilities

Schedule and confirm hygiene, periodontal maintenance, and recall appointments, and coordinate appointments with doctors and hygienists when treatment is needed.
Maintain productive hygiene schedules by minimizing openings, promptly filling cancellations and no-shows, and balancing hygienist schedules.
Manage recare and recall systems, contact overdue patients, and help reactivate inactive patients.
Provide patient service in person and by phone; answer questions about appointments, preventive care, hygiene recommendations, financial matters, and office policies.
Educate patients about routine preventive care and periodontal maintenance.
Send appointment reminders by phone, text, email, and other communication platforms, following the specified confirmation process.
Address patient concerns and scheduling conflicts professionally.
Verify dental insurance information, explain preventive-care benefits and coverage, and assist patients with hygiene plans and payment options.
Monitor hygiene schedules, department goals, reappointment rates, patient retention, and schedule utilization.
Maintain accurate patient records, including annual updates to health history and demographic information.
Document patient communications in the practice management software and generate or review recall, overdue-patient, and schedule-utilization reports.
Assist with daily, weekly, and monthly hygiene department reporting.
Communicate with hygienists, doctors, and administrative staff and support office goals related to retention, production, and quality care.
Participate in team meetings and staff training and assist with office events, patient appreciation activities, and community outreach.
Maintain office-established hygiene reappointment goals and minimize unscheduled hygiene hours.
Call and leave voicemail and text messages for patients who are five minutes or more late.
Charge out missed-appointment code 09986 under the hygienist when a patient fails an appointment; deactivate patients after their third missed appointment, after which they may no longer be seen in the office.
Identify patients who require premedication, verify that they are taking it as prescribed before their hygiene visit, and document this in the patient account.
Complete Wednesday closing duties, including balancing the day's payments and closing the day in the practice management software; remain until all patients have left.
Provide exceptional patient service and professionalism and contribute positively to team culture and office growth.