Dental Secretary & Appointment Setter

SCHEDULER DAILY DUTIES
The scheduler provides a well-run scheduled flow of the dental office. They will oversee that patients are scheduled
appropriately, keeping the schedule productive, filling any openings and confirming patients are aware of their visit. A
scheduler will verify any employee that adds or edits the schedule, are trained and following schedule policy. May also
be required to assist with general front office duties.

OPENING DUTIES
? Review schedule and make adjustments after checking voicemail and email.
? Prepare for morning huddle and participate with schedule information.

Schedule Management
? Monitor schedule for hygienist and doctor by making and confirming appointments through Dentrix recall system.
? Manage the schedule optimally and efficiently so that each patient receives the highest quality of dental care.
? Confirm the next day appointments according to protocol and patient preferences.
? Check patient quick-fill list to fill in cancellation and no-show appointment times.

Patient Management
? Manage doctor charts for treatment plans, treatment conferences, letters and phone calls.
? Oversee patient relations, handle patient complaints and help explain office policy to patients.
? Confirm next day appointments according to protocol and patient preferences.
? Record chart entries from phone or in-person conversations when appropriate.
? Ensure all patients seen that day were scheduled for their next appointment.

Records Management
? Accurately document and file patient information in compliance with HIPAA privacy and security regulations.
? Review and arrange patient charts, lab cases and referral doctor correspondence for next day appointments.

Correspondence
? Prepare and send out new patient and referral thank-you letters as directed by office manager.
? Prepare and send out continuing care notices as directed by office manager.

WEEKLY/MONTHLY DUTIES
? Run reports, send recall cards and make calls as needed.
? Send letters to inactive patients.
? Review schedule daily, weekly, and monthly. Verify production block scheduling is being utilized.