Scheduling Coordinator

Title: Scheduling Coordinator
Practice: Valley Oral and Facial Surgery 
Location: Grand Forks, ND
Hours:

Monday–Thursday: 6:30 AM – 4:00 PM
Friday: 6:30 AM – 12:00 PM

Please note: This position follows a rotating schedule, and hours may vary based on office needs.

The Scheduling Coordinator plays a crucial role in our oral surgery practice by ensuring efficient scheduling of patient appointments, managing the daily schedule, and providing excellent customer service. This individual will be the primary point of contact for patients regarding their appointments and will work closely with our clinical and administrative staff to optimize the patient flow and overall practice operations.

• Answer phones to coordinate and schedule patient appointments, surgeries, consultations, and follow-up visits using our practice management software. Ensure accurate and timely entry of all scheduling information.
• Communicate effectively with patients via phone, email, and in person to confirm appointments, provide pre-appointment instructions, and answer any scheduling-related questions.
• Maintain and adjust the daily and weekly schedules to maximize efficiency and minimize downtime. Coordinate with clinical staff to ensure adequate coverage and optimal patient flow.
• Accurately update and maintain patient records, including appointment details, treatment plans, and any changes to the schedule.
• Provide exceptional patient service by addressing patient concerns, resolving scheduling conflicts, accepting & posting patient payments and ensuring a positive patient experience.

• Communicate with referring providers by filing incoming patient information from referring providers and sending thank you letters to referring providers after patient care.

• Work collaboratively with the clinical and administrative team to ensure smooth operations and effective communication within the practice.
• Generate and analyze scheduling reports to identify trends, areas for improvement, and opportunities to enhance the scheduling process.
• Implement and adhere to quality assurance protocols to ensure the highest standards of care in implant procedures.
• Participate in continuous improvement initiatives to enhance efficiency and patient outcomes.

• Approachable, professional demeanor
• Detail-oriented and thorough in task execution.
• Strong problem-solving skills and ability to adapt to changing situations.
• Empathetic and patient-focused approach to care coordination.
• Ability to work well under pressure in a fast-paced environment.
• Team player with excellent collaboration skills.
• Independent decision-making skills and utilization of sound judgement.
• Strong work ethic and willingness to go above and beyond.

• We offer Medical, Dental, and Vision Insurance plans to our full-time employees.
• Two out of the three medical plans offered include Health Savings Account (HSA) eligibility.
• Company-paid Life, AD&D and Long-Term Disability coverage.
• Additional Voluntary Life and AD&D Insurance for you and your family!
• Voluntary Short-Term Disability Insurance available to you as well
• Dependent Care Flexible Spending Account (FSA) offered.
• Immediately begin saving for retirement through our 401(k) starting with very first paycheck!
• Employer 401(k) contribution and Profit Sharing after six months of employment
• PTO and 8 Paid holidays for fulltime employees!

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work.  This is not an exhaustive list of all duties and responsibilities.  OPS’s management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary. 

• High school diploma or equivalency, required.

• Previous experience in a medical or dental office, particularly in a scheduling or administrative role, is highly desirable.
• Proficiency with practice management software and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills, with a patient-centered approach.
• Knowledge of medical terminology, a plus.