Scheduling Agent

7to7 Dental; San Antonio (TX); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Flexible schedule

Flexible spending account

Free parking

Happy hour

Health insurance

Health savings account

Life insurance

On-the-job training

Opportunities for advancement

Paid orientation

Paid time off

Vision insurance

Job summary

7to7 Dental in San Antonio, TX is seeking a Scheduling Agent to be the first point of contact for patients and to coordinate appointments with care and accuracy.

You will greet callers, gather demographic and insurance information, manage waitlists, and route calls to the appropriate staff, while upholding HIPAA and delivering outstanding service in a fast-paced office. Weekend differential hourly rate applies.

Qualifications

• High school diploma or equivalent.

Responsibilities

• Answer incoming telephone calls promptly.
• Greet callers with approved customer service greeting.
• Schedule routine hygiene, consultation, emergency, and other patient appointments.
• Acquire patient demographic and insurance information needed for intake forms.
• Process patient records and maintain HIPAA compliance.
• Schedule recare or cancel appointments.
• Monitor the Waitlist Tasks daily.
• Route calls to the appropriate office or staff.
• Meet productivity and quality expectations.
• Provide outstanding customer service at all times.
• Weekend coverage with differential hourly rate applies.

Skills

Customer service

Scheduling

HIPAA privacy

Multi-line phone

Verbal & written comms

Attention to detail

Teamwork

Independent work

Education

High school diploma

Tools

Electronic patient records software

Office equipment & fax

Job description

Description

Do you love talking to people? Are you the type of person who enjoys solving problems, staying organized, and helping others? If so, keep reading, we think you're going to love this opportunity!

As a Scheduling Agent with 7 to 7 Dental, you're the very first impression of 7 to 7 Dental. Every call is an opportunity to reassure a patient in pain, help someone finally schedule the appointment they've been putting off, or welcome a new patient to an experience unlike any other. Your voice sets the tone for everything that follows.

Job Summary:

The Scheduling Agent serves as an experienced member of the Scheduling Department and is responsible for providing exceptional customer service while efficiently coordinating patient appointments and supporting daily scheduling operations. This position establishes positive relationships with patients by providing accurate information regarding services, providers, and office locations. The Scheduling Agent II performs advanced scheduling functions, processes patient records, manages the waitlist task daily, and ensures timely, accurate communication while maintaining compliance with organizational policies and HIPAA regulations.

Work Environment:

Professional office environment.

Frequent interaction with patients and co-workers.

Fast-paced setting requiring multitasking and attention to detail.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Free parking
• Happy hour
• Health insurance
• Health savings account
• Life insurance
• On-the-job training
• Opportunities for advancement
• Paid orientation
• Paid time off
• Vision insurance

Application Question(s):

• Our scheduling team is often the very first interaction someone has with 7 to 7 Dental. What does exceptional customer service mean to you?
• A patient calls in pain and says, “I need to be seen today.” Walk me through exactly how you would handle that call from beginning to end.
• When the phones get busy, how do you stay organized and positive?
• What interests you most about a patient scheduling position?

Work Location: In person

Requirements

Essential Duties:

• Answer incoming telephone calls promptly, preferably within the first or second ring.
• Greet each caller using the organization’s approved customer service greeting while maintaining a professional, courteous, and friendly demeanor.
• Schedule routine hygiene, consultation, emergency, and post-operative and other patient appointments according to provider availability and established scheduling protocols.
• Acquire patient demographic and insurance information needed to process patient intake forms.
• Process patient records using electronic systems, computers, and fax equipment to transmit information and documentation as requested while maintaining confidentiality and compliance with HIPAA regulations.
• Schedule recare or cancel appointments.
• Monitor and complete the Waitlist Tasks in Weaver daily.
• Route calls to the appropriate dental office or staff member when necessary.
• Meet established productivity, quality assurance, and customer service performance expectations.
• Perform other duties as assigned. Must Be able to provide outstanding customer service to our patients at all times.
• and available to work any day of the week including weekends (Weekend differential hourly rate applies).

Knowledge/Skills/Abilities:

• Knowledge of appointment scheduling procedures and customer service principles.
• Basic understanding of HIPAA regulations and patient confidentiality requirements.
• Proficient in the use of multi-line telephone systems, computers, and standard office equipment.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Excellent customer service and interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to work independently while contributing effectively within a team environment.
• Ability to maintain patient confidence and build positive relationships.

Education/Experience:

• High school diploma or equivalent.
• Basic computer proficiency.
• Excellent verbal communication and customer service skills.

Preferred:

• One (1) year of customer service experience.
• Six (6) months of experience operating a multi-line telephone system.

Physical Requirements:

• Prolonged periods of sitting while working at a computer workstation.
• Frequent use of hands and fingers to operate a computer, telephone, and other office equipment.
• Occasionally lift or move office supplies weighing up to 15 pounds.