Most dental practices have busy and chaotic schedules. Dental practices may overbook, have missed appointments, or have visits that take longer than usual. An experienced dental scheduling coordinator can create daily schedules to improve revenue and balance the number of visits.

Dental Intelligence provides real-time data and analysis to help dental practices make better decisions and deliver exceptional healthcare. We provide an advanced online dental scheduling system to manage and track appointments. A dental scheduling coordinator can use our software to meet or exceed monthly patient goals. 

What Is a Dental Scheduling Coordinator?

A dental scheduling or front office coordinator manages all aspects of patient scheduling. Besides coordinating services such as dental lab work, they ensure that each patient visits the dentist for the treatment planned. The coordinator works with the staff members, patients, and insurance companies to schedule appointments efficiently.

While scheduling changes are unpredictable, your dental practice will be more productive if you know how to fill the calendar by addressing common patient problems. A productive schedule includes dentist and hygienist appointments. Listed below are some of the coordinator's daily activities and primary duties:

1. Appointment scheduling: Make appointments for new and existing patients by answering calls and emails.

2. Patient communication: Explain dental procedures, treatment times, and payment options. 

3. Patient information: Gather patient data such as the reason for the visit, contact number, and insurance information. 

4. Reminders: Send patients appointment details or reminders via email or phone. Follow up with patients for feedback to ensure that they receive proper care. 

Does Your Dental Practice Need a Scheduling Coordinator?

If your dental practice does not have an office manager or a person who manages appointments, you should hire a dental scheduling coordinator. A coordinator can keep track of patient attribution rates, discuss treatment plans, and upsell dental services. Consider the following when hiring a dental scheduling coordinator for your dental practice. 

Outline Job Duties and Responsibilities

The scheduling problems and needs of every dental practice are unique. Depending on the practice, the role and responsibilities of the scheduling coordinator may differ. Start by creating a detailed job description to screen candidates and hire the right person. 

Start Training

Many dental practices stay productive by blocking out time each day for specific tasks. The block scheduling method allows dentists to work most efficiently. After hiring your new dental scheduling coordinator, provide them with the necessary tools and training.

Give the coordinator an average of how long each procedure takes. The best way to ensure that you schedule productive days is to block out enough time for new patients and specific types of procedures. Have the coordinator confirm pre-blocked times 24 to 48 hours before the appointment.

Perform Administrative Tasks

Successful dental practices understand how to balance administrative and operational tasks. A scheduling system can automate repetitive tasks such as sending appointment reminders and follow-up requests. A dental scheduling coordinator can oversee the system and manage communication between your dental practice and patients.

Communicate Daily

Scheduling success is a team responsibility. Booking appointments shouldn't be a guessing game, so work with the scheduling coordinator to build a weekly schedule. Ask your dental scheduling coordinator to make appointments using ten-minute units instead of 15 to improve productivity and schedule procedures more accurately. 

Reduce Wait Times

Patient satisfaction involves multiple factors, but wait time is one of the most important. A survey showed that waiting too long at a dental office caused 30% of patients to leave, while 20% considered switching providers. A dental scheduling coordinator can build an effective appointment schedule to reduce wait times and prevent double booking. 

Fill Slots to Meet Weekly Goals

When a patient makes an appointment, a dental scheduling coordinator can offer choices convenient for your dental practice. For example, several slots may be open next week, but the practice needs to fill two this week. A trained dental scheduling coordinator can guide a patient's initial decision by asking them, "Would you prefer 11 a.m. tomorrow or 2 p.m. Thursday?" 

Experience the Dental Intelligence Difference Today

Dental Intelligence can optimize your dental practice's appointment book with online scheduling and automation. Our team can integrate our scheduling system with your dental practice to improve patient scheduling and grow your business. We also provide resources such as our proven dental office scheduling tips to help your dental scheduling coordinator.

Contact Dental Intelligence today to schedule a demo to learn more about how our smart software can manage your dental practice.