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.