Remote Hygiene Recall Coordinator Remote

POSITION SUMMARY

The Remote Hygiene Recall Coordinator is the friendly, remote voice of Compassionate Dental Care, responsible for keeping the hygiene schedule full, keeping patients current on their preventive care, and reconnecting with patients who have fallen out of care to support the practice's growth.

ABOUT COMPASSIONATE DENTAL CARE

Compassionate Dental Care is a comprehensive family dental practice located in Lake in the Hills, Illinois, led by founder Dr. Timothy Stirneman, DDS, who has cared for local families for more than 30 years. The practice offers a full range of services under one roof, including preventive cleanings and exams, restorative and cosmetic dentistry, dental implants, periodontics, endodontics, orthodontics and Invisalign, same-day CEREC crowns, sedation, emergency care, and sleep apnea treatment. Compassionate Dental Care is built on comfort, trust, and compassion, taking the time to listen, explain every option clearly, and provide an atmosphere of continuous learning and mutual support where the team bands together to deliver the utmost care to every patient.

SUCCESS LOOKS LIKE

• The schedule fill rate is consistently 90% or greater, with cancellations and no-shows held to 8% or less and last-minute openings filled quickly from the waitlist.
• Recall compliance is 85% or greater, out-of-care patients are rebooked at or above the monthly goal, and 90% or more of appointments are confirmed 24 to 48 hours in advance.
• Every call outcome and referral source is documented with 100% accuracy, and patient satisfaction with the scheduling experience is 95% or greater.

OBJECTIVES

• Answer inbound calls and make outbound calls to schedule new patient appointments, routine cleanings, and recommended treatment.
• Manage the recall and continuing care system, proactively contacting patients who are due or overdue for hygiene and periodontal visits.
• Re-engage patients who have fallen out of care through calls, texts, and emails, using approved scripts and a warm, caring tone.
• Confirm upcoming appointments 24 to 48 hours in advance and manage cancellations and reschedules according to office policy to minimize schedule gaps.
• Maintain an efficiently filled schedule by managing a waitlist and filling last-minute openings.
• Coordinate with the clinical and front office teams to ensure the schedule reflects proper appointment lengths and provider availability.
• Communicate clearly and compassionately with patients about appointment details, arrival instructions, and office policies.
• Accurately document call outcomes, referral sources, and patient notes in Open Dental.
• Track and report weekly on recall compliance, schedule fill rate, re-engagement results, and call activity.
• Participate in daily huddles, weekly virtual meetings, and ongoing training to stay aligned with practice goals and core values.
• Support other front office priorities as needed when scheduled duties are complete, always putting patient care first.

COMPETENCIES

• Warm, patient-focused phone presence that makes every caller feel welcomed and cared for.
• Natural relationship builder who earns patient trust and encourages consistent preventive care.
• Excellent written and spoken English communicator.
• Highly organized, staying accurate and composed while managing a high volume of calls and scheduling details.
• Self-directed and dependable, working independently while staying proactive and communicative with a U.S.-based team.
• Results-driven, motivated by schedule, recall, and re-engagement goals.
• Detail-oriented, with a commitment to accurate documentation.
• Accountable, transparent, and team-oriented in a patient-centered environment.
• Compassionate and empathetic, embodying the comfort and trust at the heart of the practice.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required, with additional coursework or certification in dental office administration or customer service considered a plus.
• 1+ years of experience in scheduling, recall, patient re-engagement, or customer service, with dental or medical office experience strongly preferred.
• Familiarity with dental practice management software such as Open Dental, cloud phone systems such as Aloware, and Gmail, with the ability to learn new systems quickly.
• Strong verbal and written communication skills, with the professionalism to represent the practice and coordinate closely with the in-office team.

PHYSICAL REQUIREMENTS

• Fully remote role requiring a reliable, private, and quiet home office suitable for professional patient calls.
• Computer with high-speed internet of at least 25 Mbps download and 5 Mbps upload, plus a USB headset with a noise-cancelling microphone.
• Availability to work scheduled hours that overlap with the practice's U.S. Central time business hours, with extended periods of sitting, computer use, and phone communication.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Compassionate Dental Care recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.

By submitting your application, you acknowledge and agree that our talent team and authorized representatives may contact you regarding your application, interview scheduling, and employment opportunities via phone call, text message (SMS), and email using the contact information you provide. Message and data rates may apply. You may opt out of text communications at any time by replying STOP.

Job Type: Part-time

Experience:

• Open Dental: 1 year (Required)

Work Location: Remote