Virtual Scheduling Coordinator

Job Opportunity: Virtual Scheduling Coordinator for a High-Performing Dental Office
Are you organized, personable, and passionate about helping patients receive exceptional dental care? Do you enjoy creating order, solving scheduling puzzles, and ensuring patients have a seamless experience from their first contact with the practice? If so, we're hiring a Virtual Scheduling Coordinator to join our remote team!
This role is ideal for someone who thrives on communication, organization, and helping a dental practice run efficiently behind the scenes.
About the Position
As our Virtual Scheduling Coordinator, you will serve as an extension of our front office team, ensuring patients are scheduled appropriately, insurance information is verified accurately, and patient inquiries receive prompt attention.
You will work remotely while supporting the daily operations of our growing dental practice through scheduling, patient communication, and administrative support.

Primary Responsibilities
Appointment Scheduling & Management
Schedule new and existing patient appointments according to office protocols.
Utilize alternative scheduling options to maximize provider productivity.
Help fill schedule openings and maintain a productive schedule.
Contact unscheduled treatment patients and overdue recare patients.
Assist patients with finding appointment times that meet their needs while supporting practice production goals.
Monitor upcoming schedules and proactively identify opportunities to improve efficiency.
Insurance Verification
Verify dental insurance benefits for all patients scheduled within the next 72 hours.
Confirm eligibility and effective dates.
Verify annual maximums and deductibles.
Confirm coverage percentages for common procedures, including exams, cleanings, X-rays, periodontal therapy, crowns, and restorative treatment.
Review frequency limitations, waiting periods, age limitations, downgrade policies, and missing tooth clauses.
Document all findings accurately in Open Dental.
Alert the team of any benefit concerns or discrepancies.
Data Entry & Record Management
Maintain accurate patient records in Open Dental.
Document appointment confirmations, insurance information, patient communications, and scheduling notes.
Ensure records remain organized, updated, and easily accessible.
Flag incomplete information and coordinate follow-up when needed.
Online Patient Communication
Monitor website inquiries, online scheduling requests, text messages, and social media inquiries.
Respond promptly with professional, friendly communication.
Convert inquiries into scheduled appointments whenever possible.
Route patient concerns to the appropriate tea ---------- mber when necessary.
Follow up with potential new patients who have not yet scheduled.
Appointment Confirmation & Follow-Up
Confirm upcoming appointments through phone, text, and email communication.
Reduce last-minute cancellations and no-shows through proactive communication.
Maintain high confirmation rates and schedule retention.
Assist patients with financial questions and direct them to appropriate tea ---------- mbers when needed.

Required Qualifications
Prior dental front office, scheduling, treatment coordinator, or administrative experience preferred.
Strong understanding of dental terminology.
Knowledge of dental insurance verification processes.
Excellent written and verbal English communication skills.
Strong organizational and multitasking abilities.
Experience with Open Dental, Dentrix, Eaglesoft, or similar dental software is preferred.
Reliable internet connection and quiet professional workspace.
HIPAA compliant with a commitment to patient confidentiality.
Self-motivated and capable of working independently.

Key Performance Indicators (KPIs)
Success in this role will be measured by:
Accurate insurance verifications completed daily.
High appointment confirmation rates.
Reduced cancellations and no-shows.
Increased scheduling conversion rates from online inquiries.
Clean and updated patient records.
Timely response to patient communications.
Effective schedule management that supports practice production goals.

Why You'll Love Working With Us
Work From Anywhere
Enjoy the flexibility of working remotely while supporting an amazing team.
Flexible Schedule
We value results, accountability, and communication more than micromanagement.
Growth Opportunities
Exceptional tea ---------- mbers are rewarded with raises, bonuses, and advancement opportunities.
Positive Team Culture
We're committed to creating an environment built on growth, communication, excellence, and mutual respect.

About Our Practice
We are a thriving dental practice dedicated to delivering exceptional patient care and creating outstanding patient experiences. We believe that systems, communication, and teamwork are the foundation of a successful practice.
We're looking for someone who takes pride in helping patients, enjoys staying organized, and wants to grow with a team that values excellence.

To Apply
Subject Line: "I Want to Work for You [Insert the Name of My Dog] ????"
Step 1:
Write 2–3 sentences explaining:
Why you're interested in this position.
Why you believe you'd be a great fit for our team.
Step 2:
Include the following:
Your resume.
A screenshot of a schedule you have managed (with patient information removed or blurred).
A 2-minute Loom video explaining how you would handle:
A patient who wants an appointment after work hours when the schedule is already full.
A patient who declines scheduling their next hygiene appointment due to financial concerns.
Applications that do not follow these instructions will not be reviewed.
We're looking for someone who is dependable, organized, proactive, and excited to grow with us. If that sounds like you, we'd love to meet you!