Marketing & New Patient Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Company parties
• Dental insurance
• Employee discounts
• Free food & snacks
• Free uniforms
• Opportunity for advancement
• Paid time off
• Training & development

ABOUT US
We are a patient-focused dental practice in Lower Manhattan led by board-certified, academically trained doctors, including a Diplomate of the American Board of Periodontology. We do only necessary, predictable treatment, we tell patients honestly when something isn't predictable, and we quote one transparent price up front, with no surprise add-on charges. We're looking for someone who believes in that approach and can share it with our community.

THE ROLE
You'll be the bridge between our practice and the people who need us. Half marketer, half patient guide, you'll grow our visibility, turn inquiries into scheduled patients, and make every new patient's first experience smooth and welcoming. You'll represent our doctors' expertise and our practice's values in everything you create and every conversation you have.

MARKETING RESPONSIBILITIES
• Plan and run a monthly marketing calendar covering digital, local, and referral channels.
• Shoot and edit short-form videos for Instagram Reels, TikTok, YouTube Shorts, and Facebook, including captions, music, transitions, and on-screen text formatted for each platform.
• Create and post content for Instagram, Facebook, TikTok, LinkedIn, and YouTube, including patient education, doctor spotlights, behind-the-scenes, and team culture (with proper patient consent).
• Use AI tools (such as ChatGPT, Claude, Canva AI, CapCut AI, or Descript) to speed up content creation, drafting, captioning, editing, and scheduling, and review all AI output for accuracy and brand voice before publishing.
• Help build and improve AI-assisted workflows for marketing and new patient follow-up, such as content templates, automated reminders, and lead tracking.
• Manage our Google Business Profile, Yelp, Zocdoc, and Healthgrades listings, and encourage and respond to patient reviews professionally and in line with HIPAA.
• Keep website content current (services, doctor bios, blog posts, FAQs, promotions) and work with vendors on SEO and local search.
• Support paid advertising (Google Ads, Meta ads), including tracking spend, leads, and cost per new patient.
• Write and send patient email and text campaigns: newsletters, recall and reactivation, seasonal reminders, and year-end insurance benefit reminders.
• Produce patient-facing materials such as brochures, handouts, treatment guides, and in-office signage.
• Build referral relationships with general dentists, physicians, and other specialists through referral materials, thank-you notes, and lunch-and-learns.
• Coordinate community outreach: health fairs, local business partnerships, corporate wellness events, and neighborhood sponsorships.
• Arrange photo and video shoots of our doctors, team, and office.
• Report monthly results: new patient numbers, lead sources, conversion rates, review growth, and social engagement.
• Monitor competitors and local trends and bring new ideas.

NEW PATIENT COORDINATION RESPONSIBILITIES
• Respond promptly to new patient inquiries from phone, web forms, email, social media DMs, and online booking.
• Follow up on leads from our after-hours scheduling center and AI phone assistant, and handle questions that need a human touch.
• Schedule and confirm new patient visits and consultations.
• Guide patients through intake: forms, insurance information, referrals, and records or X-ray transfers.
• Verify insurance eligibility with the front desk and billing team.
• Welcome new patients and help them feel informed and comfortable from first call to first visit.
• Follow up after consultations to answer questions and help patients move forward with recommended treatment.
• Keep an accurate lead and new patient tracking log, and spot where patients drop off.
• Communicate new patient needs and special requests to doctors and clinical staff.

TEAMWORK
• Work closely with doctors, front desk, assistants, and billing as a supportive, reliable team member.
• Help at the front desk during busy times.
• Take part in team meetings with a positive, solutions-focused attitude.

QUALIFICATIONS
• 1–3 years of experience in marketing, patient coordination, or healthcare/dental front office (dental experience strongly preferred).
• Hands-on experience editing short-form video for social media using tools such as CapCut, Adobe Premiere Pro, Final Cut Pro, or Descript. A portfolio of video work is required.
• Comfortable using AI tools in daily work and able to build simple, repeatable AI workflows, with good judgment about accuracy and patient privacy (no patient information entered into public AI tools).
• Excellent written and verbal communication with a warm, professional phone and in-person presence.
• Organized, self-motivated, and able to manage multiple projects and follow-ups.
• Dental software experience (Dentrix, Eaglesoft, Open Dental, or similar) is a plus.
• Understanding of HIPAA, or willingness to learn.
• Bilingual skills (e.g., Chinese, Korean, or Spanish) are a plus.
• Must be able to commute reliably to Lower Manhattan.

SCHEDULE
• Monday to Friday, 10:00 AM to 6:00 PM, with a 1-hour unpaid lunch (35 paid hours per week).
• Closed on U.S. national holidays and Lunar New Year.