Scheduling Agent

Pivot Dental Management LLC•San Antonio, TX

13d•Onsite

About The Position

Do you love talking to people? Are you the type of person who enjoys solving problems, staying organized, and helping others? If so, keep reading, we think you're going to love this opportunity! As a Scheduling Agent with 7 to 7 Dental, you're the very first impression of 7 to 7 Dental. Every call is an opportunity to reassure a patient in pain, help someone finally schedule the appointment they've been putting off, or welcome a new patient to an experience unlike any other. Your voice sets the tone for everything that follows. The Scheduling Agent serves as an experienced member of the Scheduling Department and is responsible for providing exceptional customer service while efficiently coordinating patient appointments and supporting daily scheduling operations. This position establishes positive relationships with patients by providing accurate information regarding services, providers, and office locations. The Scheduling Agent II performs advanced scheduling functions, processes patient records, manages the waitlist task daily, and ensures timely, accurate communication while maintaining compliance with organizational policies and HIPAA regulations.

Requirements

High school diploma or equivalent.
Basic computer proficiency.
Excellent verbal communication and customer service skills.
Knowledge of appointment scheduling procedures and customer service principles.
Basic understanding of HIPAA regulations and patient confidentiality requirements.
Proficient in the use of multi-line telephone systems, computers, and standard office equipment.
Ability to communicate clearly and professionally, both verbally and in writing.
Excellent customer service and interpersonal skills.
Strong attention to detail and accuracy.
Ability to work independently while contributing effectively within a team environment.
Ability to maintain patient confidence and build positive relationships.

Nice To Haves

One (1) year of customer service experience.
Six (6) months of experience operating a multi-line telephone system.

Responsibilities

Answer incoming telephone calls promptly, preferably within the first or second ring.
Greet each caller using the organization’s approved customer service greeting while maintaining a professional, courteous, and friendly demeanor.
Schedule routine hygiene, consultation, emergency, and post-operative and other patient appointments according to provider availability and established scheduling protocols.
Acquire patient demographic and insurance information needed to process patient intake forms.
Process patient records using electronic systems, computers, and fax equipment to transmit information and documentation as requested while maintaining confidentiality and compliance with HIPAA regulations.
Schedule recare or cancel appointments.
Monitor and complete the Waitlist Tasks in Weaver daily.
Route calls to the appropriate dental office or staff member when necessary.
Meet established productivity, quality assurance, and customer service performance expectations.
Perform other duties as assigned.
Must Be able to provide outstanding customer service to our patients at all times.
Available to work any day of the week including weekends (Weekend differential hourly rate applies).