Dental Scheduling Coordinator Documents & Resources

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.

This Doctor Scheduler Checklist can be used to track and monitor the scheduler’s daily responsibilities specific to maintenance of the doctor’s schedule.
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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.
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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.
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The Scheduler provides a well-run scheduled flow of the dental office. They oversee that patients are scheduled appropriately, keep the schedule productive, fill any openings in the schedule and confirm patients are aware of their next visit. Use this Scheduler Daily Duties list to stay on track and ahead of the day.
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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.
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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.
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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.
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No matter what position you hold within this organization, the daily schedule of patients affects you and your position. It is very important that each and every team member understand and abide by the scheduling policy.
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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.
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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.
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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).
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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.
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