About the job Dental Scheduling Admin Assistant
Job title: Dental Scheduling Admin Assistant
Type of employment: Full-time
Shift Schedule:
Tues - Fri: 7:30 AM - 4:00 PM Pacific Time
Two Saturdays per month: 7:00 AM - 1:00 PM Pacific Time
High level summary
Serve as the front-line Receptionist/Admin, handling patient communication, scheduling, and administrative coordination. Ensure a professional, welcoming patient experience through timely follow-ups, organized files, and clear communication with patients and vendors.
About the Company:
A premier dental practice dedicated to providing high-quality, patient-centered oral healthcare. The center has served the Southern California community for over 2 decades, blending advanced clinical expertise with a warm, "family-first" atmosphere.
Company core values:
Patient-first service and hospitality
Professionalism and clear communication
Accuracy and attention to detail
Reliability and accountability
Compliance and confidentiality (HIPAA)
Objectives of this role:
Deliver a consistent, professional first point of contact for patients via phone and email.
- Maintain a full, efficient schedule by booking correctly, reducing gaps, and managing reschedules proactively.
Keep patient records and insurance information accurate and up to date in the EMR system.
- Support a high-trust environment by maintaining strict HIPAA compliance and clean documentation.
Responsibilities:
- Answer inbound calls with professional phone etiquette; handle questions and route requests appropriately.
- Schedule appointments and manage the doctor's calendar for maximum productivity (confirmations, gap-filling, recall).
- Handle rescheduling and cancellations while protecting chair time and minimizing schedule disruption.
Input and update insurance information accurately; flag missing details for follow-up.
- Communicate with patients via email, including: New patient welcome packets, Follow-up surveys and Recall reminders and scheduling confirmations.
Maintain and update patient records/files accurately in the EMR system.
- Use basic dental terminology to explain common procedures (e.g., fillings, crowns) and understand typical procedure time blocks (~1 hour).
Follow HIPAA requirements in all communication and documentation.
Required skills and qualifications:
Strong professional phone and written communication skills.
Scheduling expertise (high accuracy, speed, and ability to prioritize productivity).
Strong attention to detail for insurance entry and patient record maintenance.
Basic dental terminology knowledge and comfortable explaining procedures at a high level.
HIPAA compliance knowledge and discretion handling patient data.
Strong computer skills and ability to work inside EMR/appointment systems.
Preferred skills and qualifications
Prior experience in a dental front desk / dental receptionist support role.
Dentrix experience (preferred).
Experience optimizing schedules to reduce downtime and improve production.
Experience with recall systems and appointment reminder workflows.
Experience working remotely in a fast-paced healthcare admin environment.
Comfortable coordinating with vendors or internal staff as needed.