Orthodontic Treatment Coordinator

Job Description

Job Description

Orthodontic Treatment Coordinator

Wincrest Orthodontics  |  Plano, TX  |  Reports to: Practice Manager

The Opportunity

Wincrest Orthodontics is a high-performing private orthodontic practice in Plano, TX, founded by Dr. Ben Winters — better known as "The Bentist" — whose national following and reputation for patient-first, modern orthodontic care shape everything we do. We're hiring our next Treatment Coordinator to be the face of the practice for new patients — the person who turns a consult into a confident, committed start. This is a sales role inside a clinical environment. You're not selling braces; you're helping families say yes to a smile they've been dreaming about for years.

Who You Are

• A natural closer. You read the room, build trust quickly, and know how to ask for the commitment without being pushy.
• Financially fluent. You can talk through insurance benefits, monthly payment plans, and out-of-pocket costs with confidence — and help families find the path that works.
• Warm, organized, and high-output. You can run 6–10 consults a day without the patient ever feeling rushed.
• Tech-comfortable. You'll live in our practice management software (Ortho Edge, OrthoFi, or similar) and use data to find conversion opportunities.
• Social media and brand-minded. You're comfortable being part of social media content that drives leads to the practice.
• Outcome-driven. You see your case acceptance rate as a number you own — not something that just happens.

What You'll Own

Consultation & Case Acceptance

• Lead the new patient consultation experience from greeting through signed contract.
• Present treatment plans with clarity and confidence; handle objections; close.
• Build payment plans that match family budgets without compromising practice fees.
• Hit and exceed monthly start goals; track personal case acceptance rate weekly.

Patient Experience & Conversion

• Run pre-consult lead nurture: outreach to consult no-shows, recall pendings, and unconverted exams.
• Use Ortho Edge / OrthoFi reporting to identify and re-engage high-likelihood cases that haven't started.
• Coordinate referrals and communication with referring dentists and specialists.
• Make post-appointment check-in calls after difficult or emotional visits.

Brand, Content & Community

• Help create social media content that drives engagement, referrals, and conversion — patient stories, before/afters (with consent), team culture moments.
• Be a face of the practice in the consult room and on our channels.
• Embody the "Do Something Nice" mentality in every patient interaction.

Records, Compliance & Team

• Maintain accurate, HIPAA-compliant patient records.
• Participate in daily huddles, weekly conversion reviews, and team meetings.
• Share what's working and what's not — we improve together.

Qualifications

Required:

• 2+ years in a treatment coordinator, dental sales, or comparable closing role (orthodontic experience strongly preferred).
• Demonstrated track record of case acceptance or sales conversion above industry average.
• Strong financial conversation skills (insurance benefits, payment plans, financing).
• Excellent written and verbal communication.
• HIPAA awareness; comfort with practice management software (Ortho Edge, OrthoFi, Dentrix, Eaglesoft, or similar).

Nice to have:

• Experience with Ortho Edge or OrthoFi specifically.
• Background in sales, hospitality, or high-touch customer experience.

Compensation & Schedule

• Competitive base hourly pay (commensurate with experience).
• Tiered start-based bonus program; details discussed in interview.
• PTO, healthcare contribution, and CE allowance.
• Full-time, in-office, Plano (7110 Preston Road, Suite 100).
• Standard practice schedule, Monday–Thursday clinical days plus rotating Fridays as needed.

Regulatory & Compliance Responsibilities

• Comply with all applicable federal, state, and local laws and regulations governing the practice of dentistry and orthodontics in Texas.
• Comply with HIPAA Privacy and Security Rules and the HITECH Act of 2009 in all handling, storage, and disclosure of protected health information.
• Complete all required OSHA, infection control, and risk management training, and comply with OSHA standards at all times.
• Maintain confidentiality of patient, employee, and business information at all times during and after employment.
• Adhere to Wincrest Orthodontics' policies, procedures, and code of conduct.

Physical Requirements & Working Conditions

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. While performing these duties, the employee is regularly required to sit or stand for extended periods, use hands and fingers to operate office equipment, and communicate clearly in person and over the phone. The employee may occasionally lift and/or move up to 10 pounds. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job, in accordance with the Americans with Disabilities Act (ADA).

Equal Employment Opportunity

Wincrest Orthodontics is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. All qualified applicants will receive consideration for employment.

At-Will Employment

Employment with Wincrest Orthodontics is at-will. Either the employee or the employer may terminate the employment relationship at any time, with or without cause and with or without notice, except as otherwise provided by applicable law or by a written agreement signed by an authorized representative of the practice.

Other Duties

This job description is intended to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. Duties, responsibilities, and activities may change at any time with or without notice.