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Primary Responsibilities

Primarily responsible for the schedule of the dental office, to include but not limited to ensure patients get schedule appropriately, making sure the schedule stays productive, filling any openings in the schedule, confirmation patients to make sure they arrive, etc…  Also responsible for making sure anyone other employees that add or edit the schedule are trained and follow scheduling policy.  May also be required to assist with general front office duties.

Specific Duties

Schedule Management

  • Maintain Hygiene and Doctor schedule for multiple clinicians by monitoring schedule, making and confirming appointments through client recall system
  • Manage the schedule so the office runs optimally and efficiently so that each patient receives the highest quality of dental care
  • Confirm the next day’s appointments according to protocol and patient preferences
  • Schedule patients for efficient use of doctor and staff time
  • Check patient quick-fill list to try to fill in cancellation and no-show appointment times
  • Review schedule daily, weekly, and monthly. Make sure that production block scheduling is being utilized

Patient Management

  • Manage doctor charts for treatment plans, treatment conferences, letters and phone calls
  • Oversee patient relations & handle patient complaints, according to office protocol
  • Help explain office policy to patients
  • Confirm the next day’s appointments according to protocol and patient preferences
  • Make follow-up appointments as needed
  • Record chart entries from phone or in-person conversations when appropriate
  • Maintain the recall system. Run reports, send recall cards and make calls as needed. Send letters to inactive patients.

Records Management

  • Gather and accurately record insurance information from patients
  • See that records are stored securely and handled in compliance with HIPAA privacy and security regulations
  • Accurately file patient information
  • Arrange patient charts and radiographs for the next day’s appointments
  • Track cases and referrals to and from other doctors


  • Update insurance information on all patients at all times
  • Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by doctor

Inventory Management

  • Monitor inventory and order dental office supplies as needed
  • Monitor and make sure all dental office equipment is working properly

Office Participation

  • Be an active participant in staff meetings Perform other tasks as assigned by office manager


  • Sort, organize, and distribute mail
  • Prepare and send out new patient and referral thank-you letters as directed by office manager
  • Prepare and send out continuing care notices as directed by office manager
  • Prepare and send out other necessary correspondence as directed by office manager

Personnel Requirements


  • High school diploma
  • Legible handwriting for communications
  • Knowledge of Dental Software a plus
  • Office experience desired


  • Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
  • Effective verbal skills to communicate with patients and staff
  • Team player
  • Able to adapt to office policy improvements (office is constantly striving for improved customer care/service)
  • Conflict resolution experience
  • Customer service or patient relations experience
  • Quick response/accurate data entry
  • Communicate all concerns to Office Manager

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