Scheduling Coordinator

Jolley Smiles; Grand Junction (CO); On-site; USD 22,000 - 28,000; Full time

Job summary

Jolley Smiles in Grand Junction, CO seeks a Scheduling Coordinator to be the friendly first contact for patients and manage appointments, payments, and referral processes in a fast-paced dental front office. The role emphasizes strong customer service, organization, and teamwork.

Responsibilities include greeting patients, checking in/out, scheduling, managing the daily calendar, handling insurance and payments, and supporting end-of-day close.

Qualifications

• Spanish proficiency is highly preferred.
• Must be willing to travel to other Jolley Smiles locations as needed.
• A positive attitude and commitment to excellent patient service.
• Strong attention to detail and organizational skills.
• Ability to multitask and stay calm in a busy office.

Responsibilities

• Greet patients warmly upon arrival and help them feel welcomed.
• Check patients in and out, schedule and reschedule appointments, and manage the daily schedule with attention to detail.
• Maintain a clean, tidy, and professional front desk and waiting room area.
• Monitor waiting room and bathrooms regularly to ensure cleanliness and comfort.
• Print the Daily Schedule, Collections Report, Medicaid Report, and complete the Morning Huddle sheet accurately and on time.
• Check DentaQuest and manage patient alerts, comments, and documentation.
• Answer all incoming phone calls promptly with a friendly, professional tone.
• Check voicemails throughout the day and return calls in a timely manner.
• Monitor office email inbox hourly to manage appointment changes and provider requests.
• Determine when appointment overrides are appropriate using good judgment.
• Mark and manage no-shows, including calling patients and documenting communication.
• Participate monthly in completing the “Active Patients Without a Future Appointment” report by calling patients and documenting outreach.
• Call insurance companies and gather benefits information for the Insurance Coordinator.
• Process payments accurately: credit cards, checks, and cash.
• Add charges and payments to the correct ledger and billing party.
• Follow cash-handling procedures, including end-of-day deposits.
• Send referrals and x-rays to other offices promptly.
• Upload patient photos, scan/file/shred documents, and maintain office organization.
• Assist with end-of-day reporting and closing tasks.
• Other duties as assigned.

Skills

Spanish proficiency

Multitasking

Organizational skills

Patient service orientation

Reliability

Job description

Scheduling Coordinator

Location: Grand Junction, CO

Schedule: Mon-Thurs 8am-5pm,Fri 8am-4pm

Salary: $16-20/hour depending on experience

Position Overview

We are a patient-centered orthodonic practice committed to providing exceptional care and creating a welcoming, professional environment. We are looking for a friendly, detail-oriented Scheduling Coordinator to join our front office team. The Scheduling Coordinator is the first point of contact for our patients and plays a key role in keeping the office running smoothly. This role involves customer service, appointment management, communication, and administrative support. The ideal candidate is organized, dependable, cheerful, and able to multitask in a fast-paced environment.

Key Responsibilities

Front Desk & Patient Experience

• Greet patients warmly upon arrival and help them feel welcomed.
• Check patients in and out, schedule and reschedule appointments, and manage the daily schedule with attention to detail.
• Maintain a clean, tidy, and professional front desk and waiting room area.
• Monitor waiting room and bathrooms regularly to ensure cleanliness and comfort.
• Print the Daily Schedule, Collections Report, Medicaid Report, and complete the Morning Huddle sheet accurately and on time.
• Check DentaQuest and manage patient alerts, comments, and documentation.

Scheduling & Patient Follow-Up

• Answer all incoming phone calls promptly with a friendly, professional tone.
• Check voicemails throughout the day and return calls in a timely manner.
• Monitor office email inbox hourly to manage appointment changes and provider requests.
• Determine when appointment overrides are appropriate using good judgment.
• Mark and manage no-shows, including calling patients and documenting communication.
• Participate monthly in completing the “Active Patients Without a Future Appointment” report by calling patients and documenting outreach.

Insurance & Payment Processing

• Call insurance companies and gather benefits information for the Insurance Coordinator.
• Process payments accurately: credit cards, checks, and cash.
• Add charges and payments to the correct ledger and billing party.
• Follow cash-handling procedures, including end-of-day deposits.

Office Support & End-of-Day Duties

• Send referrals and x-rays to other offices promptly.
• Upload patient photos, scan/file/shred documents, and maintain office organization.
• Assist with end-of-day reporting and closing tasks.
• Other duties as assigned.

What We’re Looking For

• Proficiency in Spanish is highly preferred
• Must be willing to travel to other Jolley Smiles locations as needed.
• A positive attitude and commitment to excellent patient service
• Strong attention to detail and organizational skills
• Ability to multitask and stay calm in a busy office
• Reliable, punctual, and willing to follow office standards and procedures consistently
• Previous dental or medical scheduling experience is a plus, but not required