Job Description:

• Schedule new patient appointments, routine checkups, orthodontic consultations, follow-up visits, and emergency appointments across all practice locations
• Handle inbound calls and messages from parents and guardians requesting appointments, rescheduling, or information about services
• Make outbound recall and reminder calls to patients who are due for appointments or who have not yet scheduled follow-up care
• Manage same-day and emergency appointment requests — our practice accepts emergency walk-ins and same-day appointments, and this requires quick, accurate scheduling
• Confirm upcoming appointments via phone, text, and email and update records when patients reschedule or cancel
• Maintain full, optimized provider schedules across pediatric dentistry and orthodontics at all locations
• Serve as a warm, professional, and knowledgeable first point of contact for every parent and guardian who reaches out
• Answer patient questions about services, providers, office hours, appointment logistics, and what to expect — especially for families with anxious or first-time patients
• Communicate clearly and reassuringly with parents about their child's appointments, treatment schedules, and follow-up needs
• Handle a high volume of inbound communications across phone, email, and online channels professionally and promptly
• Represent the practice's values — warmth, expertise, and a genuine love of caring for kids — in every interaction
• Process new patient registrations — collecting demographic information, medical/dental history, and insurance details
• Ensure patient records are complete, accurate, and up to date in the practice management system
• Assist new patients and families in completing intake forms and understanding the registration process
• Coordinate referrals from Phoenix Children's Hospital and other referring providers, ensuring a seamless intake experience
• Verify patient insurance eligibility and benefits prior to appointments using payer portals and phone verification
• Confirm coverage for common pediatric dental services including exams, cleanings, x-rays, fillings, orthodontics, and sedation
• Communicate insurance benefit information clearly to parents including co-pays, deductibles, and coverage limitations
• Flag insurance-related issues or coverage gaps to the billing team for follow-up
• Maintain accurate and organized patient records and appointment notes in the dental practice management system
• Coordinate scheduling across multiple locations and multiple providers — including pediatric dentists, orthodontists, and the anesthesiology team
• Support teledentistry appointment scheduling and virtual consultation coordination
• Assist with general administrative tasks including data entry, patient file management, and front office correspondence

Requirements:

• 1 or more years of experience in a dental, medical, or healthcare front office or receptionist role
• Warm, friendly, and patient communication style — you genuinely enjoy working with families and children
• Strong verbal and written communication skills — every interaction reflects the practice professionally
• Organized and detail-oriented with the ability to manage a high volume of appointments and communications simultaneously
• Comfortable with dental or medical practice management software
• Able to work independently and stay focused in a remote environment during busy call periods
• Professional, reliable, and responsive — families count on you to give them accurate information quickly
• Experience in a pediatric dental, orthodontics, or multi-specialty dental practice
• Dental insurance verification experience — including eligibility checks, benefit breakdowns, and payer portal navigation
• Familiarity with CareStack or comparable dental practice management platforms
• Spanish language proficiency — a significant advantage given the diverse patient community we serve (translation services are an active priority for the practice)
• Experience in a multi-location dental or medical practice environment

Benefits: