Patient Concierge / New Patient Coordinator

Gateway Dental Care | Gilbert, AZ
3-Day Workweek | Approximately 29–30 Hours/Week

Want to work THREE days a week and still have an important role on the team?

Keep reading.

Gateway Dental Care is looking for an outgoing, energetic, ridiculously organized Patient Concierge / New Patient Coordinator to join our front-office team.

This is NOT a “sit at the front desk and answer phones” position.

You will be responsible for creating an amazing first impression for new patients, helping keep our schedules full, and owning our hygiene coordination system on the days our primary Hygiene Coordinator is out of the office.

In other words:

We need someone who likes people, likes being busy, and gets an unreasonable amount of satisfaction from filling an empty appointment.

If that’s you, we should probably talk.

THE SCHEDULE

Here’s one of the best parts:

You work THREE DAYS A WEEK.

Wednesday: 12:00 PM–7:00 PM
Thursday: 6:30 AM–7:00 PM
Saturday: 6:30 AM–3:30 PM

That’s it.

Four days off every week.

Work hard while you’re here. Have a life when you’re not.

Travel. Spend time with your family. Go hiking. Start a questionable home-improvement project. Watch an entire Netflix series.

We don’t care.

When you’re here, though, we’re here to win.

Pay is $20/HR plus new patient incentive, monthly goal incentive and daily goal incentive. 

WHAT YOU’LL OWN

Your position has three major responsibilities:

1. CREATE AN AMAZING NEW PATIENT EXPERIENCE

You’re often one of the first people a new patient meets at Gateway.

We don’t want someone calling our office and feeling like they just reached a call center.

We want them hanging up thinking:

“I like these people.”

You’ll:

• Answer new patient calls and inquiries
• Respond quickly to online and digital leads
• Build relationships with prospective patients
• Find out what they’re looking for and how we can help
• Confidently convert inquiries into scheduled appointments
• Collect necessary patient information
• Explain what patients should expect at their first visit
• Follow up with patients who inquire but don’t immediately schedule
• Track new patient leads and conversion
• Help identify where our new patients are coming from
• Help create an exceptional experience before the patient ever walks through our doors

A new patient saying, “I’ll call you back,” isn’t the end of the conversation.

That’s where follow-up begins.

2. OWN THE HYGIENE SCHEDULE WHEN OUR PRIMARY COORDINATOR IS OFF

Our primary Hygiene Coordinator works Monday, Tuesday, Wednesday morning and Friday.

Wednesday afternoon, Thursday and Saturday—you own it.

You’ll receive a handoff Wednesday and keep the system moving.

That includes:

• Maintaining a full and productive hygiene schedule
• Filling cancellations and last-minute openings
• Working our ASAP/short-call list
• Scheduling continuing-care patients
• Working recall and reactivation
• Contacting overdue patients
• Making sure patients leave with their next hygiene appointment scheduled
• Monitoring future hygiene openings
• Reducing cancellations and no-shows
• Helping coordinate periodontal maintenance
• Tracking reappointment and schedule utilization
• Communicating with the hygiene team
• Helping keep our hygienists busy taking care of patients

If you see an empty hygiene chair tomorrow, we don’t want you thinking:

“Hopefully someone calls.”

We want you thinking:

“Who can I get in there?”

3. BE OUR PATIENT CONCIERGE

When the hygiene schedule is handled and new patient leads are caught up, you’re helping create an amazing experience throughout the office.

That might mean:

• Greeting patients
• Answering phones
• Helping with check-in and checkout
• Helping patients schedule
• Supporting our Treatment Coordinators
• Helping with reviews and patient referrals
• Communicating with the clinical team
• Jumping in when the front office gets slammed
• Solving problems before they become bigger problems

And occasionally…

Taking out the trash.

Seriously.

At Gateway, “That’s not my job” isn’t really our thing.

If something needs to be done, we help each other get it done.

WHO WE’RE LOOKING FOR

You might be perfect for this role if you:

• LOVE talking to people
• Have a naturally positive personality
• Can make strangers feel comfortable quickly
• Aren’t afraid of the telephone
• Are organized and good at managing multiple priorities
• Actually follow up when you say you’re going to
• Like goals and seeing measurable results
• Enjoy being busy
• Can think on your feet
• Take ownership
• Look for solutions instead of excuses
• Can work independently without someone constantly checking on you
• Care about your teammates
• Treat patients like family
• Can work hard and still have fun

Dental front-office experience is strongly preferred.

Experience with hygiene scheduling, recall/reactivation, new patient scheduling, Dentrix or Dental Intelligence is a big plus.

But we’re also looking for the right personality.

We can teach systems.

It’s much harder to teach someone to genuinely enjoy helping people.

THIS PROBABLY ISN’T THE JOB FOR YOU IF…

You hate making outbound calls.

You think following up once is enough.

You prefer waiting for someone to tell you what to do next.

You regularly use the phrase, “That’s not my responsibility.”

Or you need a workplace where everyone is very serious all the time.

We’re probably going to annoy you. 😂

THE GATEWAY WAY

At Gateway Dental Care, we’re building the kind of dental office where patients and employees actually enjoy being.

We believe in:

Kindness. Integrity. Honesty. Hard Work. Teamwork. Excellence. And having some fun while we’re doing it.

We treat patients like family.

We do the right thing even when nobody is watching.

We care enough about people to be honest with them.

We take ownership.

We help each other.

We celebrate wins.

And we laugh—a lot.

Because hearing laughter in a dental office changes the entire experience.

THINK YOU’D FIT IN?

We’d love to hear from you.

But we’re going to make you work just a tiny bit for it.

When you apply, answer this question:

It’s Wednesday afternoon and you notice TWO openings in tomorrow’s hygiene schedule. What do you do?

There isn’t one perfect answer.

We just want to see how you think.

Bonus points if your answer doesn’t include “wait and see if someone calls.” 😉

Come help us build something special at Gateway Dental Care.