VOLOVIC ORTHODONTICS, LLC

Position Title:  Front Desk Scheduling Coordinator

Employee Status:  Non-exempt

Reports To: Dr. Volovic

Job Summary:

Coordinates, integrates, and represents all facets of patient service.  Meets and greets patients and makes them feel welcomed and relaxed.  Answers the telephone, schedules appointments, and communicates with patients regarding scheduling options, treatment questions, emergencies, and financial questions.  Coordinates patient flow.  Manages and controls the daily, weekly, and monthly schedule in order to maintain our practice philosophy and meet productions goals.

Essential Duties:

• ·         Schedules appointments
• ·         Writes out school excuses
• ·         Greets patients as they enter office and directs them where to go
• ·         Maintains schedule within computer system
• ·         Schedules according to template/goals
• ·         Communicates scheduling issues
• ·         Takes new patient calls and enters info in computer
• ·         Sends welcome email
• ·         Answers telephone
• ·         Maintains confirmation service for appointment confirmations via email, text or calls
• ·         Reception area maintenance: Vacuums as needed, Keeps reception area and public bathroom tidy, Purges old magazines
• ·         Handles emergency calls and voice messages
• ·         Generates/distributes daily schedules
• ·         Makes changes to daily schedules
• ·         Writes out procedures on daily schedules for assistants
• ·         Files any old charts
• ·         Collects and posts payments from patients
• ·         Checks messages regularly during office hours and returns calls
• ·         Updates patient information in computer charts
• ·         Purges patient charts
• ·         Fills openings in schedule
• ·         Follows up on missed appointments
• ·         Notifies assistants and Dr. of changes in schedule
• ·         Counts daily deposit and matches with deposit report
• ·         Closing day report
• ·         Closing financial report
• ·         Maintains copies of all forms used in the office
• ·         Gathers trash at end of day
• ·         Maintains inventory of office supplies
• ·         Decorating ideas to help maintain office appearance
• ·         Aids in marketing ideas for office: Prepares debond gifts, Helps put together referring doctor’s gifts, Patient contests, Referring doctor’s contests, Wittler buck program
• ·         Assists with unit cleaning in clinic when assistants backed up

Knowledge/Skills/Abilities:

• ·         Good communication skills
• ·         Ability to work well with others
• ·         Ability to leave personal issues and resulting mood influences at home
• ·         Willingness to follow instructions or requests (when reasonable) from the Doctor
• ·         Ability to write legibly and spell correctly
• ·         Have a knowledge of or willingness to learn the basics of dentistry