Patient & Treatment Coordinator - Dental Specialty Office

Job Description

Job Description

How to Apply:
Please call View phone number on us.fitly.work and send your resume along with your desired hourly pay.

Job Overview:
We are a patient-focused periodontics and dental implant specialty practice in San Diego seeking a professional, organized, and proactive Patient & Treatment Coordinator.

This is a front-office, patient-coordination position focused on communication, scheduling, treatment coordination, financial discussions, and helping patients move forward with recommended care. This is not a clinical patient-care position.

Our office is small, collaborative, and technology-driven. We use Archy as our practice management system and outside administrative support to streamline repetitive tasks so our in-office team can focus on our patients, communication, and keeping the practice running smoothly.

You will help guide patients from their first interaction with our office through consultation and treatment—helping them understand their recommended care, estimated costs, insurance information, financial options, and next steps.

We're looking for someone who is warm, confident, organized, dependable, proactive, and an excellent communicator. You should enjoy working with people, be comfortable discussing treatment and finances, and have strong follow-through.

Dental Experience:
Dental experience is preferred but not required. We are willing to train an exceptional candidate with strong customer service, communication, organization, computer skills, and professional judgment.

This position has a significant learning component. You will be expected to learn periodontal and implant treatment, dental terminology, insurance basics, financial policies, and our office workflows.

We're looking for someone who learns quickly, retains information, understands the "why" behind a process, and can eventually apply what they've learned independently—not someone who needs repeated step-by-step instruction.

Key Responsibilities:

• Answer phone calls, emails, and text messages promptly, warmly, and professionally.
• Welcome patients and manage check-in and check-out.
• Coordinate appointments and maintain an organized and productive schedule.
• Develop a strong understanding of periodontal and implant procedures so you can communicate treatment recommendations, answer patient questions, and guide patients through the treatment process.
• Review treatment plans, estimated costs, insurance information, financial arrangements, and consent forms with patients.
• Discuss treatment costs and payment/financing options confidently and professionally and collect payments.
• Help patients move forward with recommended treatment through education, follow-up, and excellent communication.
• Follow up consistently on unscheduled treatment and overdue recall.
• Understand basic PPO insurance concepts and accurately communicate insurance estimates and status updates using information provided by our insurance support team.
• Recognize when additional insurance verification or review is needed and coordinate with the appropriate team member.
• Review patient accounts and outstanding balances, send statements and invoices, and follow up regarding payment.
• Accurately document important patient communications and follow-up.
• Use Archy and other digital systems confidently and efficiently to manage patient information and workflows.
• Communicate closely with the doctor, clinical team, and administrative support.
• Identify problems, ask appropriate questions, take initiative, and look for solutions.
• Look for opportunities to improve workflows and the patient experience.

Responsibilities may evolve as our practice continues to grow and improve.

What We're Looking For:

• Excellent verbal and written communication skills with a warm, confident, and professional demeanor.
• Strong customer service skills and ability to build rapport with different personalities.
• Ability to learn new information quickly, retain training, and apply concepts to new situations.
• Strong organization, attention to detail, and follow-through.
• Comfortable with computers and able to learn new software efficiently.
• Reliable, punctual, accountable, and able to work independently after training.
• Able to prioritize multiple responsibilities and recognize what needs attention without constant direction.
• Comfortable discussing treatment costs, insurance estimates, financial arrangements, and collecting payments.
• Calm and professional when working with frustrated, confused, or anxious patients.
• Willing to ask appropriate questions rather than guess when unsure.
• Receptive to feedback and able to incorporate corrections.
• Takes ownership of responsibilities and looks for solutions rather than waiting to be told what to do.
• Interested in mastering the position, growing in the role, and becoming a knowledgeable long-term member of a small team.
• Typing speed of 50+ WPM preferred .

Preferred Experience:
Experience in one or more of the following is a plus, but not required:

• Dental front office or treatment coordination.
• Hospitality, concierge, or professional client-facing customer service.
• Medical or healthcare front office.
• Experience explaining services, pricing, or financial options.
• Experience helping customers or patients make informed decisions.
• Dental insurance and PPO plans.
• Periodontics or dental implants.
• Archy or other dental software.

Schedule:

• Monday–Wednesday: 7:50 AM–4:45 PM.
• Thursday: 9:00 AM–1:00 PM.
• Friday: 7:50 AM–3:00 PM.

Applicants must be consistently available for the full schedule above.

Why Join Our Team?
We're building a modern specialty practice where people genuinely enjoy coming to work. We believe in supporting one another, continuously improving our systems, using technology effectively, and providing exceptional care for every patient.

Because we are a small office, every team member plays an important role. We're looking for someone who wants to master their position, become knowledgeable about our specialty, build relationships with our patients, and grow into greater responsibility over time.

If you're an excellent communicator who learns quickly, enjoys helping people, takes pride in doing things correctly, and wants to develop valuable skills in a professional healthcare environment, we'd love to hear from you.