WE’RE HIRING!

Multi-Location Dental Patient Scheduling & Treatment Coordinator

Location: Vancouver & Burnaby, BC
Employment Type: Full-Time
Compensation: $23–$33/hour, based on experience
Additional Incentives: Signing Bonus + Performance-Based Conversion Bonuses
Benefits: Extended Health & Dental Benefits

About Us

We are a growing group of dental practices with three established locations across Vancouver and Burnaby.

We are looking for a motivated, organized, and experienced Dental Patient Scheduling & Treatment Coordinator to join our team.

This is a centralized position supporting all three dental offices, with opportunities for professional growth as our organization expands.

The ideal candidate is an experienced dental administrator who enjoys communicating with patients, managing appointments, following up on treatment opportunities, and helping dental practices maintain productive schedules.

Key Responsibilities

1. Incoming Calls & New Patient Leads

- Answer and manage incoming phone calls and patient inquiries across all three dental offices.
- Respond promptly to new patient leads received through websites, online advertising, emails, and other marketing channels.
- Convert new patient inquiries into confirmed appointments.
- Help patients select the most convenient office based on location, preferences, appointment availability, and treatment needs.
- Follow up with prospective patients who have not yet booked appointments.
- Maintain accurate records of patient inquiries, follow-ups, and appointment conversions.

2. Appointment Scheduling & Schedule Optimization

- Monitor appointment schedules across all three locations.
- Identify gaps, cancellations, and unfilled appointment times.
- Proactively contact patients to fill available appointments.
- Coordinate with individual office administrators to optimize dentist and hygienist schedules.
- Maintain cancellation and short-notice appointment lists.
- Help maximize chair utilization and reduce unproductive appointment gaps.
- Ensure appointments are scheduled appropriately based on provider availability, treatment requirements, and office protocols.

3. Patient Recall & Re-Care Management

- Review patient recall lists across all three offices.
- Contact patients who are overdue for hygiene appointments, examinations, and recommended follow-up care.
- Schedule outstanding recall and hygiene appointments.
- Follow up with patients who have missed or cancelled appointments.
- Maintain accurate recall records and follow-up notes.
- Work toward improving patient retention and recall booking rates.

4.



Outstanding Treatment Plan Follow-Up

- Review unscheduled and pending treatment plans.
- Contact patients who have been recommended treatment but have not yet scheduled appointments.
- Help patients understand the importance of completing recommended treatment, within the scope of the coordinator’s role.
- Assist with scheduling treatment appointments and addressing administrative or financial questions.
- Coordinate with treating dentists and office administrators regarding treatment availability and scheduling.
- Maintain organized records of treatment follow-ups and booking outcomes.
- Support improved treatment acceptance and completion rates.

5. Multi-Location Coordination

- Communicate regularly with administrative teams at all three dental offices.
- Monitor appointment availability and scheduling needs across locations.
- Coordinate patient bookings while respecting patient preferences and continuity of care.
- Assist offices experiencing cancellations or lower appointment volumes.
- Provide regular updates on booking activity, schedule utilization, and outstanding patient follow-ups.

6. Reporting & Performance Tracking

- Track new patient leads and booking conversion rates.
- Monitor the number of appointments booked from recall lists.
- Track treatment appointments booked from outstanding treatment plans.
- Report on appointment gaps filled and scheduling opportunities.
- Provide weekly performance summaries to management.
- Identify opportunities to improve scheduling efficiency and patient communication.

Qualifications

Required:

- Minimum 2 years of dental administration or dental reception experience.
- Strong understanding of dental scheduling and appointment management.
- Experience with patient recalls and treatment coordination.
- Excellent telephone communication and customer service skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and manage responsibilities across multiple locations.
- Comfortable making outbound calls and following up with patients.
- Ability to work independently and achieve measurable performance goals.
- Robust written and spoken English.

Preferred:

- Experience with Tracker dental software.




- Experience managing new patient leads and converting inquiries into appointments.
- Familiarity with dental insurance, CDCP, and treatment estimates.
- Previous experience supporting multiple dental practices.
- Experience with dental marketing leads or patient relationship management systems.

Compensation & Benefits

Hourly Compensation: $23–$33/hour, depending on experience and qualifications.

Additional Incentives:

- Signing Bonus: Available for qualified candidates upon joining our team.
- New Patient Conversion Bonus: Performance-based bonuses for successfully converting new patient inquiries into confirmed appointments.
- Treatment Conversion Bonus: Incentives for successfully following up on outstanding treatment plans and converting them into scheduled treatment appointments.
- Performance Bonuses: Additional incentives based on scheduling efficiency, recall bookings, and achievement of established performance targets.

What We Offer

- Competitive hourly compensation of $23–$33/hour.
- Signing bonus for qualified candidates.
- Conversion bonuses and performance-based incentives.
- Extended health and dental benefits.
- Stable, full-time employment.
- Supportive and professional dental teams.
- Opportunities for career advancement.
- The opportunity to play an important role in the growth of a multi-location dental organization.

Our Ideal Candidate

We are looking for someone who is proactive rather than reactive.

The successful candidate will not simply wait for the phone to ring. They will actively identify opportunities to book patients, follow up on outstanding treatment, fill schedule gaps, and help our offices operate efficiently.

This position is ideal for someone who:

- Enjoys communicating with patients and building relationships.
- Is confident making outbound calls and following up with prospective patients.
- Is motivated by achieving measurable goals.
- Takes initiative to identify scheduling opportunities.
- Is organized, dependable, and results-oriented.
- Enjoys working in a performance-driven environment with opportunities to earn additional bonuses.

How to Apply

Please submit your resume along with a brief description of your experience with dental scheduling, recall management, and treatment coordination.

Join our growing dental group and become an important part of our continued success!

We look forward to hearing from you!

Pay: $23.00-$33.00 per hour

Expected hours: 40.0 per week

Benefits:

- Company events
- Dental care
- Extended health care
- Paid time off

Work Location: In person

📌 Multi-Location Dental Patient Scheduling & Treatment Coordinator (Vancouver)
🏢 Dental Office
📍 Vancouver