Front Desk Coodinator

Purpose :

As the front desk coordinator, you are the first and last impression a patient has of our office. Your job is paramount to the success of our practice.

Your interactions need to highlight our office core values from the initial telephone contact until the patient comes into the office.

Your job is to ensure the patient experiences VIP care throughout their entire experience with our practice.

Administrative :

• Register new patients according to established office protocols.
• Verify and update patient information.
• Schedule new patients and guide through appointments,
• Answer and manage all new patient calls and e-mails.
• Mark and signal in the schedule upon patient arrival using the blue note system to communicate room-readiness.
• Monitor the schedule proactively, adjusting to minimize patient wait times and ensure smooth workflow.
• Manage external doctor care with follow up and follow through.
• Coordinate hygiene appointments and keep 90% of patients active.
• Maintain a 1.5-month waitlist for patient appointments.
• Have a running list of ASAP patients to fill in cancellations to always keep the schedule capacity at 95-100%. Coordinate hygiene appointments and actively manage them.
• Schedule follow-up appointments for each patient before they leave the office.
• Collect payments from patients at time of treatment and be familiar with Accounts Receivable and Dentrix Ascend.
• Safeguard patient privacy and confidentiality.

Responsibilities :

• Serve as the first point of contact and concierge for patients as they arrive at our office.
• Maintain a professional appearance and remain engaged with patients, avoiding the use of personal cell phones during work hours.
• Collaborate with other front desk staff when multitasking, placing patient needs at the fore front of all tasks at hand.
• Demonstrate flexibility and attentiveness to patient needs to enhance their experience.
• Always have a clear understanding of each patient's scheduled procedure, what room they are in, and provide appropriate support.
• Ensure patient rooms are prepared and offer refreshments. Make note of comfort list preferences.
• Assist in the tracking, monitoring, and communication of patients throughout the entire Apa Experience journey.
• Be informed of all activity in operatory rooms throughout the day, what patient is in, individual treatment plan, all operatory room needs.
• Day prior ensure all LAB items needed are in and any parts needed for procedures.
• Ensure all lab prescriptions are complete and address any work that needs to be sent out.
• Ensure all client comforts are available for the Dental Assistant prior to appointment.
• Continue to develop personal sales techniques to maximize patient conversion.
• Demonstrate an in-depth knowledge of the process and treatment plans for each patient.
30+ days ago