Scheduling Coordinator – Centralized Scheduling (Remote)
Overview
Dental Care Alliance is seeking a professional and detail-oriented Scheduling Coordinator to support its Centralized Scheduling. This role is responsible for managing inbound scheduling activity, supporting a centralized new patient call center, and completing human follow-up on AI-escalated scheduling interactions.
The Scheduling Coordinator plays a critical role in ensuring accurate appointment placement, maximizing office schedules, and delivering consistent, high-quality patient experience across supported practices.
Responsibilities
Respond to inbound patient communications via phone, text message, and email in a timely and professional manner.
Previous experience in scheduling, call center, dental, or healthcare operations preferred.
Dental Care Alliance is seeking a professional and detail-oriented Scheduling Coordinator to support its Centralized Scheduling. This role is responsible for managing inbound scheduling activity, supporting a centralized new patient call center, and completing human follow-up on AI-escalated scheduling interactions.
The Scheduling Coordinator plays a critical role in ensuring accurate appointment placement, maximizing office schedules, and delivering consistent, high-quality patient experience across supported practices.
Responsibilities
Respond to inbound patient communications via phone, text message, and email in a timely and professional manner.
- Schedule, reschedule, and cancel appointments for new, existing, and lapsed patients in accordance with departmental policies and procedures.
- Ensure appointments are scheduled accurately using approved templates and scheduling guidelines.
- Update and maintain patient demographic and appointment information within scheduling systems.
- Document scheduling activity using designated task forms and systems.
- Identify issues requiring office-level involvement and escalate appropriately.
- Communicate effectively with leadership regarding questions, workload concerns, or process issues.
- Answer inbound calls from new patients seeking to establish care.
- Collect and verify required patient information and determine appropriate appointment placement based on scheduling guidelines.
- Provide clear and professional explanations regarding appointment expectations, next steps, and required documentation.
- Deliver a consistent, patient-centered experience that reflects organizational service standards.
- Review and manage scheduling conversations escalated from AI-based scheduling tools.
- Complete patient follow-up via phone or text message to resolve scheduling needs.
- Ensure escalated interactions result in accurate appointment placement or appropriate documentation.
- Maintain timely resolution of all assigned AI escalations.
- Support schedule utilization by placing patients appropriately to maximize provider and hygiene availability.
- Apply problem-solving skills to balance patient preferences with operational scheduling needs.
- Maintain a professional, courteous, and patient-focused approach in all interactions.
- Collaborate with team members to ensure consistent service delivery.
- Patient Service Orientation: Demonstrates professionalism, empathy, and responsiveness in all patient interactions.
- Attention to Detail: Ensures accuracy in scheduling, documentation, and patient information.
- Communication Skills: Communicates clearly and professionally through verbal and written channels.
- Technology Proficiency: Effectively utilizes scheduling systems, communication platforms, and AI-supported workflows.
- Judgment and Decision Making: Appropriately assesses situations and escalates when necessary.
- Time Management: Manages multiple tasks efficiently while meeting productivity and quality expectations.
- Team Collaboration: Works cooperatively with supervisors and peers in a centralized environment
Previous experience in scheduling, call center, dental, or healthcare operations preferred.
- Ability to work independently in a remote environment.
- Strong organizational skills and adherence to established processes.
- Proficiency with computer systems and willingness to learn new technologies.
- Bilingual (English/Spanish) skills are a plus.
- Proficiency in Microsoft programs, including Outlook, Teams, Excel, and Word, is required
- Experience using dental or patient communication systems such as Denticon, RavePoint, and Talkdesk is preferred.
- All duties are subject to change based on business needs.
- This position requires participation in ongoing training and performance monitoring.