Scheduling Specialist Job Opening

Our fast-growing, multi-specialty practice is looking for Scheduling Specialist! Timberlane Dental Group is different from other dental offices in Vermont. We have a multi-specialty dental practice where we truly offer advanced, comprehensive dental care for all members of our community. We offer competitive pay and excellent benefits including medical, vision, disability, life insurance plans, a generous retirement plan, HRA, Flex Spending Account, staff discount for dental treatment, wellness programs, and much more!

Function: The primary function of the scheduling specialist is to greet patients, schedule appointments for general dentists, adult hygienists, pedo doctors, pedo hygienists, and orthodontists, periodontists and check patients out. He/she must schedule appointments and answer (triage) phone calls in a kind and courteous manner. Priority is placed on maintaining full schedules and filling vacancies. Daily tasks include submitting insurance claims, collecting payment at the time of service; generating appropriate letters and documentation for referrals, drafting patient correspondence. He/she must provide excellent customer service to our patients as well as work together with all scheduling specialists, on site and at satellites, to ensure the timeliness of patient care. He/She is responsible for opening/closing the office and maintaining office supplies/machines.

Requirements:

• An Associate’s degree (or equivalent) is preferred.
• Experience in a dental or medical practice is preferred.
• Knowledge of dental and/or medical terminology is preferred.
• Must be legally authorized to work in the United States.

Desirable/Required Skills:

• Must possess excellent customer service skills.
• Must have ability to multi-task, have excellent phone and keyboarding skills, as well as a working knowledge of Microsoft Office Programs.
• Must be comfortable with understanding financial arrangements and competent in reading account histories, insurance billing requests and denials.
• Must be flexible and have good time-management skills with the ability to prioritize multiple tasks and follow direction and guidance.
• Must work well in a fast paced environment and have the ability to manage difficult patient interactions with appropriate service recovery skills.
• Must possess a pleasant disposition, good time-management skills and always show “grace” under pressure.
• Must be a team player and be able to communicate effectively with patients/families/coworkers/ and doctors even during difficult to handle situations.

Responsibilities:

• Keeps the doctors/hygienists schedules booked and working to fill open time in schedule, following the specific scheduling guidelines of that provider.
• Answers phones in a timely manner with limited use of voicemail and respond in a timely manner (schedule/reschedule appointments, handle referrals from other dental offices, financial/billing questions, emergency calls from patients etc.).
• Updates patient’s demographic information accurately and ensures this information transfers to all appropriate family accounts.
• Sets up new patient accounts including accurate entry of demographic information and insurance information.
• Dismisses patients to include the collection of payment for treatment provided, answer any insurance or billing questions, and schedule future appointments.
• Confirms appointments that are unable to be confirmed by our automated system
• Reviews and prepare charts /schedules for the next day. Run care slips.
• Sends out appropriate patient letters when necessary.
• Sends out pre-treatment estimates for restorative on patients and bill out insurance claims for treatment provided.
• Mails out x-rays and paperwork on patients transferring out of the practice.
• Prepares financial arrangements for general, perio, pedo and orthodontic patients (including accepting appropriate contracts for ortho.)
• Opens up scheduling templates for 6 – 9 month out (NPs, inserts, preps/endo, extractions, emergency time and special meetings.)

(Must have clear, accurate knowledge of our scheduling guidelines.)

• Participates in QSI refresher training as necessary.
• Attends monthly scheduling staff meetings.
• Provides exceptional customer service for external and internal customers including our patients and families, business associates, TDG staff, etc. Demonstrates integrity, compassion, and respect when working with patients, families and staff members.
• Upholds Timberlane Dental Group’s values and standards of conduct:
• Protects the privacy and confidentiality of patients, families, staff and Timberlane Dental proprietary business and financial information.
• Meets Timberlane Dental Group’s expectations as outlined in the Employee Handbook including timely arrival to the office and meeting appropriate attendance expectations.
• Maintains a professional appearance that is appropriate for her/his position and work environment.
• Other duties as assigned.
• Follows all regulatory guidelines and procedures relevant to her/his responsibilities (e.g. HIPAA, OSHA).

Working Conditions

The position requires some physical exertion, including sitting, standing, walking, occasional light lifting, carrying, pushing/pulling and reaching out. The job requires operation of typical office equipment, including computers, telephones, copiers, fax etc.

Job Type: Full-time

Work Location:

• One location