Scheduling Coordinator

Title: Scheduling Coordinator
Practice: South Bend Oral Surgery Partners
Location: South Bend, IN

Office Hours:
Monday, Tuesday, Thursday, Friday: 8:00 AM – 5:00 PM
Wednesday: 8:00 AM – 2:00 PM   *Please note that this is a part-time position requiring availability to work 28–30 hours per week. Candidates must be comfortable with this schedule.

Position Purpose:

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.

Essential Functions

Patient Scheduling & Coordination

• Answer incoming calls to coordinate and schedule patient appointments, surgeries, consultations, and follow-up visits using the practice management system.
• Confirm appointments and provide pre-appointment instructions via phone, email, and in person.
• Maintain and adjust daily and weekly schedules to maximize provider efficiency and minimize downtime.
• Coordinate closely with clinical staff to ensure appropriate coverage and optimal patient flow.

Patient Communication & Service

• Deliver exceptional customer service by addressing patient inquiries and concerns in a professional and compassionate manner.
• Resolve scheduling conflicts efficiently while maintaining a positive patient experience.
• Accept and accurately post patient payments as needed.

Patient Records & Documentation

• Accurately update and maintain patient records, including appointment details, treatment plans, and schedule changes.
• Ensure all scheduling and patient information is entered in a timely and accurate manner.

Communication to referring providers   

• Process and file incoming patient information from referring providers.
• Send thank-you letters and maintain professional communication with referring offices following patient care.

Team Collaboration

• Work collaboratively with clinical and administrative team members to support smooth daily operations.
• Maintain clear and effective internal communication to support patient care and office efficiency.

 Reporting & Process Improvement

• Generate and analyze scheduling reports to identify trends, inefficiencies, and opportunities for improvement.
• Participate in continuous improvement initiatives aimed at enhancing operational efficiency and patient outcomes.

Quality Assurance & Compliance

• Implement and adhere to quality assurance protocols to ensure the highest standards of care, particularly related to implant procedures.
• Follow established policies and procedures to maintain compliance and best practices.

Qualifications

Education:

• High school diploma or equivalency, required.

Experience:

• 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.

Performance Requirements:

• 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

What we do for you:

• 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.