Dental Receptionist/Scheduler

Position Overview

We are looking for a friendly, organized, and detail-oriented Dental Receptionist & Scheduler to join our remote front office team. This role is the first point of contact for families reaching out to schedule appointments, ask questions, and navigate their child's dental care — and the experience you provide sets the tone for everything that follows.

You will manage appointment scheduling across our growing multi-location practice, handle inbound and outbound patient communications, and ensure provider schedules are full and running efficiently. Experience with dental insurance verification is a meaningful plus that will help you hit the ground running.

Key Responsibilities

Patient Scheduling & Appointment Management

• 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

Patient Communication & Experience

• 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

New Patient Intake & Registration

• 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

Insurance Verification — Preferred Skill

Experience with dental insurance verification is a meaningful plus for this role. Candidates with this background will contribute more immediately and may take on expanded responsibilities.

• 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

Practice Management & Administrative Support

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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

What Makes You a Great Fit

• Parents leave their interaction with you feeling informed, reassured, and excited about their child's appointment

• Provider schedules are consistently full because you are proactive about filling gaps and following up on open appointment slots

• You handle a busy call volume calmly and professionally — even when everyone needs something at once

• You represent a practice that has been trusted by Phoenix families for nearly 20 years — and you take that seriously

• You enjoy being part of a team that genuinely makes kids smile — literally

This is a full time role

Up to $6/hr

100% Remote