Job Description

Scheduler to Production | Treatment Planning, Insurance & Patient Coordination

Position Overview

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.

Key Responsibilities

Scheduling & Production Management

• 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

Patient Outreach, Recall & Reactivation

• 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

Treatment Coordination & Case Acceptance

• 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

Insurance, Predeterminations & Claims Support

• 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

Patient Experience & Communication

• 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

Team Coordination & Administrative Support

• 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

Qualifications & Skills

• 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

Compensation

Compensation for this position is competitive and based on experience. The role may be structured as hourly or salaried, with performance-based bonus opportunities tied to scheduling effectiveness, treatment acceptance, patient reactivation, and overall production performance.

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