Scheduling Coordinator

Weis-Dental; Portsmouth (VA); On-site; USD 34,000 - 46,000; Full time

Job summary

Weis-Dental in Portsmouth, VA seeks an organized scheduling specialist to support pediatric cases involving general anesthesia. You will greet families, coordinate surgeries, and manage inquiries via phone and email, ensuring smooth patient flow and accurate records.

The role requires 1+ year of scheduling experience in medical/dental settings, attention to detail, and strong communication skills to guide families through complex pre- and post-operative steps.

Qualifications

• 1+ years of scheduling experience in medical or dental setting.
• Proficiency with scheduling software and basic computer skills.
• Detail oriented and able to work in a fast-paced environment.
• Professional, punctual, and confidential in all interactions.
• Strong written and verbal communication skills.

Responsibilities

• Greet and support patients with excellent customer service.
• Coordinate and schedule pediatric patients requiring treatment under general anesthesia.
• Answer scheduling inquiries via phone and email.
• Confirm appointments, obtain consents, and send reminders.
• Reschedule appointments when necessary.
• Communicate with parents/guardians regarding treatment plans and appointments.
• Coordinate with surgery centers, dental providers, and medical offices.
• Obtain and track medical clearances and pre-operative documentation.
• Assist with insurance verification and pre-authorizations.
• Submit and follow up on authorizations as applicable.
• Ensure all patient documentation is completed prior to surgery.
• Maintain accurate case information and communicate changes to families.

Skills

Scheduling experience

Customer service

Communication skills

Proficiency in scheduling software

Attention to detail

Tools

Scheduling software

Computer skills

Job description

Join a dental practice built on excellent patient care, strong teamwork, and a culture that supports every member of the team. This role is central to the patient experience, and thrives on collaboration with doctors and staff to deliver a consistently positive visit for every patient. We are seeking someone who thrives in a fast‑paced environment, has excellent communication skills, and enjoys helping families navigate the process of scheduling and preparing for their child’s dental treatment under general anesthesia.

Responsibilities

• Greet and support patients with excellent customer service
• Coordinate and schedule pediatric patients requiring treatment under general anesthesia
• Answer scheduling inquiries via phone and email
• Confirm appointments, obtain consents, and send reminders
• Reschedule appointments when necessary
• Communicate with parents/guardians regarding treatment plans, surgical appointments, and pre-operative requirements
• Coordinate with surgery centers, dental providers, medical offices, and other healthcare professionals
• Obtain and track medical clearances and required pre-operative documentation
• Assist with insurance verification, pre-authorizations, and benefit information
• Submit and follow up on dental and medical authorizations as applicable
• Ensure all required patient documentation is completed prior to the surgical appointment
• Monitor surgical schedules and maintain accurate case information
• Communicate appointment changes, cancellations, and requirements to families
• Follow up with families to ensure they understand pre- and post-operative instructions
• Maintain accurate and timely documentation in the patient's chart
• Provide excellent customer service and support to families throughout the process

Qualifications

• 1+ years of scheduling experience in a medical or dental practice
• Proficiency in scheduling software and basic computer skills
• Detail oriented and comfortable in a fast paced environment
• Punctual, professional, and confidential in all interactions
• Exceptional written and verbal communication skills
• Organized with strong knowledge of dentistry and dental terminology
• Strong organizational and time‑management skills
• Comfortable speaking with parents and explaining complex information clearly
• Strong attention to detail and ability to manage multiple cases at once
• Ability to work independently while also being a strong team player

What We Offer

• Competitive compensation
• Modern facilities and advanced technology
• Mentorship and career growth opportunities
• A diverse patient base and meaningful clinical work

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