Dental Scheduling Coordinator Documents & Resources
These templates are customizable to help you build a productive schedule
Scheduling in the dental office is the heartbeat of the practice. Need a template or example schedule to train your scheduling coordinator? You’ll find 8-hour day templates and goal tracking sheets here, ready when you need them.
How can you provide the best tools and train the schedule coordinator on what’s a priority and how to handle common situations that arise in both the doctor and hygiene schedule? By creating policies that anticipate common situations such as cancellations and patients arriving late. We’ve done them for you – use our policies as a starting point or exactly as is.
Looking for a document from our scheduling coordinator training videos? Click here to see a list of all the documents featured in our training videos such block scheduling and how to offer an appointment.
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SCHEDULING COORDINATOR INSTRUCTIONS & FORMS
Doctor Scheduler Checklist
This Doctor Scheduler Checklist can be used to track and monitor the scheduler’s daily responsibilities specific to maintenance of the doctor’s schedule.
8 Hour Day Outline - Hygiene Schedule
As a scheduler, use this form to break down and track your eight hour day while scheduling hygiene. We have illustrated how to break your day into manageable pieces and what to do with each allotment.
Next Day Reviewer - Scheduler
When confirming appointments, there are a few things that you should review prior to making the phone call and then update the notes accordingly. Use this Scheduling Policy to help break down the steps for the next day review.
8 Hour Day Outline - Doctor Schedule
As a scheduler, use this form to break down and track your eight hour day while scheduling the doctor. We have illustrated how to break your day into manageable pieces and what to do with each allotment.
Hygiene Scheduling Guidelines
In order to have a productive day in the hygiene department, it is important to have variety in the schedule. Use these guidelines to create a well-rounded and productive hygiene schedule in your office.
Hygiene Scheduler Monthly Tracking Sheet
This Hygiene Scheduler Checklist can be used to track and monitor the scheduler’s daily responsibilities specific to maintenance of the hygiene department’s schedule.
SCHEDULING COORDINATOR POLICIES
Appointment Confirmation & Verification Policy
When confirming appointments, there are a few things that you should review prior to making the phone call and update in the notes if needed. This policy provides step by step instructions to use prior to and during your phone call to the patient.
Recare Call Policy
Every patient should leave the office with a future visit scheduled. We do this is because it’s easier to remind them when their appointment is rather than having to track them down to get scheduled.
It is important to understand block scheduling, the reasons to use and how to do it. This Scheduling Policy outlines the importance of how to block schedule, what happens when you don’t and the proper guidelines to follow for an effective and productive schedule.
Patients Running Late Policy
On occasion, patients will run late for any number of reasons. If they are only late by a couple of minutes the impact is minimal, but if the patient is going to be 15 minutes late or more a quick assessment must be made to see if that will be acceptable. Use this policy to assess next steps for any patient who is running late.
Hygienist Lunch Policy
It is the purpose of the scheduling team to make sure that the hygiene schedule stays as full as possible. In order to accomplish this, there may be a lot of movement within the daily hygiene schedule, including the hygienists’ lunch schedule. This policy provides guidelines for monitoring and managing hygiene lunches.
Hygiene Schedule Priority Policy
The Hygiene Schedule Priority Policy lists, in order of importance, the daily role of the scheduler to ensure a full and productive hygiene schedule each day.
Change of Start Time Confirmation
The hygiene schedule is the most dynamic schedule of the dental office and in order to maximize any times when patients cancel an appointment, the policy needs to be followed to ensure effective communication occurs and that the team is on the same page. This Receptionist checklist can be used to track and monitor the number of weekly and monthly recare and insurance calls that are made.
Patients Who Have Not Been in for a Long Period of Time
Offices intend to keep their patients regularly coming to the practice, however for one reason or another, patients disappear for an extended period of time. We always want to look for opportunities to reach out to patients that have not been in for an extended period of time and welcome them back when they return to us. This policy will address what to do for patients that have been away for a few years.
SCHEDULING COORDINATOR LESSON DOCUMENTS
How to Offer an Appointment
This document describes how to offer an appointment to a patient that fits their schedule, but ultimately fills the needs of the office schedule. You will see the best way to offer an appointment.
Doctor Schedule vs. Hygiene Schedule
Understanding how to schedule and what the goal is when putting together a productive schedule is the most important aspect of the scheduler role. Each dental office is different, so it is important to find out what your office policy is when it comes to scheduling. Front Office Rocks suggests that when learning how to schedule, you need to look at it from two different perspectives: The doctor’s schedule and the hygiene schedule (if you have both to fill).
Offering Appointments to Secondary that Want Primary
When trying to build a productive schedule, we don’t want to fill up the schedule with a lot of little appointments. By doing this, we end up with a lot of small appointments scattered all over the day and no room to put primary appointments. In this lesson, we explain how to save a block, while still providing a patient appointment times they want.
Block Scheduling Overview
Block Scheduling is scheduling for production. What does that mean? It means planning your schedule ahead of time and knowing what you need to put into the schedule to hit your production goals.
Scheduling Outstanding Treatment
Dedicating time and energy to following up with patients who have outstanding treatment is necessary in order to take the best care of patients, fill the schedule and remain productive. Use this document to track those vital outstanding treatment calls to patients.