Scheduling Coordinator – Centralized Scheduling (Remote)

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.

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.

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New Patient Call Center Responsibilities

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.

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AI Scheduling Escalation Follow-Up

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.

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Schedule Optimization and Patient Experience

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.

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Competencies

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.

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Additional Information

All duties are subject to change based on business needs.

This position requires participation in ongoing training and performance monitoring.