Remote Hygiene Recall Coordinator

POSITION SUMMARY

The Remote Hygiene Recall Coordinator is the friendly remote voice of Compassionate Dental Care responsible for keeping the hygiene schedule full keeping patients current on their preventive care and reconnecting with patients who have fallen out of care to support the practices growth.

PAY

$6-8/hour USD

/hour ARS

ABOUT COMPASSIONATE DENTAL CARE

Compassionate Dental Care is a comprehensive family dental practice located in Lake in the Hills Illinois led by founder Dr. Timothy Stirneman DDS who has cared for local families for more than 30 years. The practice offers a full range of services under one roof including preventive cleanings and exams restorative and cosmetic dentistry dental implants periodontics endodontics orthodontics and Invisalign same-day CEREC crowns sedation emergency care and sleep apnea treatment. Compassionate Dental Care is built on comfort trust and compassion taking the time to listen explain every option clearly and provide an atmosphere of continuous learning and mutual support where the team bands together to deliver the utmost care to every patient.

SUCCESS LOOKS LIKE

• The schedule fill rate is consistently 90% or greater with cancellations and no-shows held to 8% or less and last-minute openings filled quickly from the waitlist.
• Recall compliance is 85% or greater out-of-care patients are rebooked at or above the monthly goal and 90% or more of appointments are confirmed 24 to 48 hours in advance.
• Every call outcome and referral source is documented with 100% accuracy and patient satisfaction with the scheduling experience is 95% or greater.

OBJECTIVES

• Answer inbound calls and make outbound calls to schedule new patient appointments routine cleanings and recommended treatment.
• Manage the recall and continuing care system proactively contacting patients who are due or overdue for hygiene and periodontal visits.
• Re-engage patients who have fallen out of care through calls texts and emails using approved scripts and a warm caring tone.
• Confirm upcoming appointments 24 to 48 hours in advance and manage cancellations and reschedules according to office policy to minimize schedule gaps.
• Maintain an efficiently filled schedule by managing a waitlist and filling last-minute openings.
• Coordinate with the clinical and front office teams to ensure the schedule reflects proper appointment lengths and provider availability.
• Communicate clearly and compassionately with patients about appointment details arrival instructions and office policies.
• Accurately document call outcomes referral sources and patient notes in Open Dental.
• Track and report weekly on recall compliance schedule fill rate re-engagement results and call activity.
• Participate in daily huddles weekly virtual meetings and ongoing training to stay aligned with practice goals and core values.
• Support other front office priorities as needed when scheduled duties are complete always putting patient care first.

COMPETENCIES

• Warm patient-focused phone presence that makes every caller feel welcomed and cared for.
• Natural relationship builder who earns patient trust and encourages consistent preventive care.
• Excellent written and spoken English communicator.
• Highly organized staying accurate and composed while managing a high volume of calls and scheduling details.
• Self-directed and dependable working independently while staying proactive and communicative with a U.S.-based team.
• Results-driven motivated by schedule recall and re-engagement goals.
• Detail-oriented with a commitment to accurate documentation.
• Accountable transparent and team-oriented in a patient-centered environment.
• Compassionate and empathetic embodying the comfort and trust at the heart of the practice.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required with additional coursework or certification in dental office administration or customer service considered a plus.
• 1 years of experience in scheduling recall patient re-engagement or customer service with dental or medical office experience strongly preferred.
• Familiarity with dental practice management software such as Open Dental cloud phone systems such as Aloware and Gmail with the ability to learn new systems quickly.
• Strong verbal and written communication skills with the professionalism to represent the practice and coordinate closely with the in-office team.

PHYSICAL REQUIREMENTS

• Fully remote role requiring a reliable private and quiet home office suitable for professional patient calls.
• Computer with high-speed internet of at least 25 Mbps download and 5 Mbps upload plus a USB headset with a noise-cancelling microphone.
• Availability to work scheduled hours that overlap with the practices U.S. Central time business hours with extended periods of sitting computer use and phone communication.