Dental Scheduler

Dental Scheduler

Under the direct supervision of the Dental Supervisor, the Dental Scheduler is the primary point of contact for scheduling dental patients. This role manages provider schedules, confirms and reschedules appointments, supports patient access, and helps reduce gaps, cancellations, and no-shows through consistent outreach and documentation. This position coordinates schedules across dentists and hygienists, sends reminders, and supports efficient clinic flow while maintaining patient confidentiality.

Building Healthier and Happier Communities Together

Operation Samahan Inc. (OSI) is a federally qualified community health center that emerged over forty years ago. The agency serves low-income families and individuals in the County of San Diego in two (2) strategic areas with a high density population of Filipinos/Asian and other low-income, uninsured individuals, National City (Southern San Diego County) and Mira Mesa (North Central San Diego).

Scheduling and Access

Serve as the main scheduling contact for dental patients by phone and other approved communication channels. Schedule, confirm, reschedule, and cancel appointments following clinic guidelines and provider scheduling templates. Schedule by visit type and required time blocks based on clinic standards, ensuring accurate provider and appointment allocation. Monitor daily and weekly schedules to reduce gaps and improve access, including outreach to fill cancellations. Maintain a waitlist or short-notice list and contact patients to fill openings when cancellations occur. Provide appointment reminders and follow-up communication to reduce no-shows. Coordinate scheduling needs with clinical staff to support patient flow and ensure accurate visit type, provider, and time allocation. Coordinate schedule changes due to provider absences, clinic operational changes, or urgent scheduling needs, and notify impacted patients. Document scheduling actions and outreach efforts in the scheduling system, including contact attempts and outcomes. Maintain a professional, service-focused approach when communicating with patients, families, and staff. Address scheduling concerns using clinic-approved guidelines and escalate complex issues to the Dental Supervisor or designated lead. Track and report scheduling-related information as assigned, including cancellations, no-show trends, and schedule utilization.

Registration and Administrative Support

Confirm patient demographics and contact information prior to appointments as needed to support visit readiness. Obtain and document required information for appointments, including referrals or pre-visit requirements when applicable. Support recall and re-care scheduling processes as assigned.

Financial and Insurance Support (as assigned by clinic workflow)

Verify eligibility or confirm plan information as needed to support appointment readiness and appropriate scheduling. Communicate general scheduling-related coverage requirements to patients using clinic-approved scripts and escalation processes.

HIPAA and Compliance

Maintain the confidentiality of all patient information and follow HIPAA and OSI privacy procedures. Follow clinic policies related to documentation, scripting, and patient communications, and report concerns through the appropriate channels.

Knowledge, Skills, and Abilities

Strong phone communication skills and ability to manage high call volume. Ability to prioritize competing requests, maintain accuracy, and meet scheduling deadlines. Proficiency with basic office technology and scheduling systems, including email, calendar tools, and data entry.

Qualifications

High School Diploma or GED. 12 years of experience scheduling patients in a dental or medical office preferred. Experience with multi-provider scheduling, appointment reminders, and managing cancellations/no-shows preferred. Experience with insurance verification processes preferred. Bilingual (English/Spanish/Tagalog) preferred.

This description reflects the primary duties of the role. Duties may change based on clinic needs. The employee may be assigned other related tasks consistent with the position.