Patient Coordinator

At Simply Orthodontics, the Orthodontic Patient Coordinator is more than a front desk role - you are the first impression and a key part of creating a welcoming, positive experience for every patient and family. From check-in to scheduling future visits, you help keep the office running smoothly while ensuring patients feel comfortable and supported throughout their orthodontic journey. If you thrive in a fast-paced, patient-focused environment and know how to keep a busy schedule organized, we'd love to meet you.


Schedule: Part-time and full-time opportunities available; must be able to work out of both our Ludlow and West Brookfield offices

Responsibilities

• Create a welcoming, high-energy environment by greeting patients and families and setting the tone for an exceptional visit

• Keep the day running smoothly by managing a busy orthodontic schedule, minimizing wait times, and proactively resolving scheduling challenges as they arise

• Coordinate appointments for new patient exams, adjustment visits, retainer checks, and follow-up care with accuracy and attention to detail

• Serve as the connection point between patients, families, and the clinical team, ensuring smooth communication and seamless handoffs throughout the day

• Support patients through their visit - from check-in to check-out - including scheduling future appointments, collecting payments, and answering general questions

• Stay ahead of the schedule by confirming appointments, verifying insurance, managing recalls, and following up with missed or overdue appointments

• Maintain accurate patient records and ensure all documentation and processes align with HIPAA standards

• Contribute to a clean, organized, and professional front office environment

• Collaborate closely with the orthodontic team to support day-to-day office operations and create a positive patient experience

This is an opportunity to join a well-run, team-oriented orthodontic practice where your role is essential to both the patient experience and the success of the office.


Full-time Benefits

We recognize that taking care of our team is just as important as taking care of our patients. That's why we offer a comprehensive benefits package, including:

• Health insurance starting on your first day of employment

• Vision insurance

• Paid vacation time

• Paid holidays

• Paid sick time

• Dental and orthodontic benefits

• 401(k) retirement plan with employer contribution

• Consistent, set schedule (no weekends!)

Please note: Part-time employees are not eligible for benefits

#simplyortho

• Previous experience in an orthodontic or dental office setting is preferred

• Hands-on experience verifying insurance and a strong understanding of orthodontic benefits, coverage, and patient responsibility is highly desired

• Proven ability to manage a busy schedule and multitask in a fast-paced environment

• Strong communication skills with the ability to provide an exceptional patient and family experience

• High attention to detail and accuracy in handling patient information, scheduling, and payments

• Professional presence with a positive, team-oriented mindset that delivers exceptional customer service

• Comfort using orthodontic/dental practice management software and standard office tools