Patient Care Coordinator

Job Description

Job Description

We are a growing, vibrant, and fun-loving pediatric and orthodontic dental organization dedicated to delivering exceptional care to our patients and families. Our teams thrive in a fast-paced, high-energy environment where teamwork, professionalism, and patient experience come first.

We are currently seeking a Front Office Scheduling & Patient Care Coordinator who is energetic, highly organized, and passionate about people. This role blends front office scheduling excellence with patient care coordination and treatment presentation, making it a key position that directly supports patient satisfaction and practice growth.

Role Summary:

The Front Office Scheduling & Patient Care Coordinator is a highly visible, patient-facing role responsible for managing appointment scheduling, coordinating treatment plans, and driving treatment acceptance. This position requires excellent customer service skills and proven sales experience. Candidates without sales experience will not be considered.

This role is ideal for someone who thrives in a busy pediatric/orthodontic environment, enjoys multitasking, and can confidently guide families through treatment and financial conversations while keeping the front office running smoothly.

Key Responsibilities:

• Schedule patient appointments and schedules across pediatric and orthodontic departments.
• Coordinate treatment plans across multiple providers and locations.
• Verify and clearly explain HMO and PPO insurance benefits, limitations, and eligibility.
• Present treatment plans confidently, using appropriate dental and orthodontic terminology.
• Educate families on payment options, including in-house arrangements and third-party financing.
• Deliver exceptional customer service by answering questions, addressing concerns, and providing timely follow-up.
• Maintain an organized, professional, and welcoming front office environment aligned with brand standards.
• Collaborate closely with doctors, clinical teams, and leadership to ensure a seamless patient journey.
• Accurately document patient interactions, insurance details, and financial agreements in the dental software.
• Support office workflows to minimize gaps in schedules, cancellations, and delays.
• Consistently meet or exceed individual and office performance goals.

Performance Goals & Expectations:

• Treatment Acceptance: Achieve and maintain established case acceptance and conversion targets.
• Patient Experience: Maintain high patient satisfaction, positive feedback, and strong online reviews.
• Operational Efficiency: Reduce scheduling gaps, authorization delays, and incomplete financial processing.
• Compliance & Accuracy: Ensure all documentation, consents, and financial agreements are completed accurately and on time.

Required Qualifications:

• 3+ years of experience as a Treatment Coordinator OR 3+ years of sales experience (required).
• Strong sales background with a proven ability to close, handle objections, and drive results (required).
• Comfortable working with multiple providers in a fast-paced, high-volume pediatric/orthodontic practice.
• Available to work weekends as scheduled.
• Proficient with dental software (Open Dental is a plus).
• Strong verbal and written communication skills.
• Spanish is a plus, but not required.