Patient Experience & Scheduling Coordinator

Patient Experience & Scheduling Coordinator

The Ivory Dental Co. – Buffalo, NY
Pay: $19.00 – $26.00 per hour

Our Approach to Patient Experience

At The Ivory Dental Co. , we believe exceptional dental care begins with exceptional hospitality.

Our goal is for every patient interaction—from the first phone call to follow-up communication—to feel thoughtful, organized, and supportive . We strive to create a VIP-level experience where patients feel welcomed, respected, and confident in the care they receive.

Because of this, the Patient Experience & Scheduling Coordinator plays a critical role in shaping the overall experience of our patients and ensuring every interaction reflects the high standards of our practice.

Candidates with experience in luxury service environments, high-end hospitality, or patient-centered healthcare often thrive in this role.

Where Dentistry Meets Luxury and Care

Are you ready to be part of something extraordinary?

The Ivory Dental Co., a woman-owned luxury dental practice, is seeking a Patient Experience & Scheduling Coordinator to join our exceptional team.

This isn’t just another front desk role, it’s an opportunity to thrive in a patient-focused, high-end environment where your skills will shine, your career can grow, and your contributions will have a meaningful impact.

You will often be the first point of contact for patients, helping create a warm and professional experience while ensuring the schedule and administrative systems of the practice run smoothly.

After completing training and demonstrating strong performance, this role may include the opportunity to work remotely 1–2 days per week while continuing to support patient communication and scheduling.

As our practice grows, we anticipate that individuals in this role may also grow into future Director-level leadership positions as the practice reaches key milestone growth indicators.

Why Join Our Team?

At The Ivory Dental Co., we believe in creating a culture of excellence, compassion, and growth.

An Elevated Experience

Work in a practice that combines cutting-edge technology, luxurious aesthetics, and exceptional patient care.

Growth Opportunities

We invest in our team through training, professional development, and advancement opportunities as the practice evolves.

A Supportive Team

Collaborate with a dynamic team that values your expertise and celebrates your achievements.

A Personal Touch

Be part of a close-knit, mission-driven team that values collaboration, innovation, and meaningful work.

Bonus & Incentive Opportunities

Participate in programs that allow you to earn additional income and recognition for strong performance.

Your Role

As a Patient Experience & Scheduling Coordinator, you will play a pivotal role in delivering outstanding care and creating memorable patient experiences.

This position supports both patient experience and practice operations, ensuring that patients feel welcomed while the clinical schedule remains organized and productive.

Patient Communication & Support

• Answer incoming calls with warmth, professionalism, and confidence—you are often the first impression of our team
• Guide prospective patients through our services and help them schedule appointments
• Maintain impeccable organization for patient records and communications
• Demonstrate flexibility and accommodation for patient needs
• Maintain consistency in cleanliness, timeliness, and service
• Manage insurance, billing, payments, and scheduling
• Assist the clinical team with preparing treatment suites and sterilization when necessary

Managing and Optimizing the Schedule

• Maintain a productive and efficient daily schedule
• Monitor schedule gaps and proactively work to fill openings
• Contact unscheduled patients and follow up on treatment recommendations
• Track patient follow-ups to ensure no opportunities fall through the cracks

Team Collaboration

• Coordinate with the team to ensure smooth patient flow and scheduling
• Participate in team meetings and practice improvement discussions
• Contribute to social media initiatives and community outreach efforts

Innovation & Growth

• Stay informed on evolving dental practices and patient care approaches
• Commitment to continuous learning and professional development
• Contribute ideas that help improve systems and elevate the patient experience

Who Will Thrive In This Role

You may be a great fit if you:

• Enjoy taking ownership of your work
• Can work independently without constant supervision
• Are naturally organized and detail-oriented
• Communicate with warmth, professionalism, and empathy
• Have a natural ability to connect with people and make them feel comfortable
• Thrive in a fast-paced service environment
• Enjoy solving problems and improving systems
• Take pride in delivering exceptional experiences every day
• Welcome regular feedback on job performance and see it as an opportunity for growth and continuous improvement

Required Skills & Qualifications

• Strong phone and communication skills
• High attention to detail
• Ability to multitask and prioritize effectively in a fast-paced environment
• Strong organizational and administrative abilities
• Friendly and approachable demeanor both in person and over the phone
• CPR certification

Dental experience is helpful but not required for the right candidate with strong hospitality and communication skills.

Dental Experience That Is Highly Valued

Candidates with experience in the following areas will be strongly considered:

• Demonstrated skill in guiding patients through the fee-for-service decision process
• Competence in assessing the need and timing of doctor communications for same-day and emergency cases
• Fluency in understanding how dental systems, technology, and data support patient care and practice performance

Pay: $19.00 - $26.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid time off
• Professional development assistance

Application Question(s):

• Please submit your resume and include a short message answering the following question:

“What does exceptional patient service mean to you”
Applications without this response will not be considered.
Email your application to:
[email protected]

Work Location: In person