Treatment Coordinator

Treatment Coordinator

The Treatment Coordinator plays a crucial role in ensuring that new patients experience a smooth and welcoming transition into Weaver Orthodontics. This role facilitates clear communication with specialists and referring dental partners, while helping patients feel informed, comfortable, and confident throughout their treatment journey.

As an extension of the doctor and the practice, the Treatment Coordinator focuses on relationship-building, listening to patients' needs, answering questions, and guiding them through each step required to move from initial consultation to active treatment or recall status. By managing these responsibilities, the Treatment Coordinator enables the doctor to spend more focused time with patients while strengthening trust with families, general dentists, and specialists.

Schedule: Full-Time • Hours: Mon–Thu, 8am-5pm, Fri, 8:30am–12pm

Travel: Jesup office once weekly (Thursdays)

Perks

• Benefits package after 90 days, such as medical, dental, and vision plans
• Early release on Fridays by noon
• Weekends Off!
• PTO accruals
• 401(k) options

Primary Responsibilities

Patient Management

• Receive and document new patient inquiries, entering complete information in the practice system, and preparing initial welcome packets
• Prepare all materials needed for the new patient exam, including x-rays, and sibling records
• Greet new patients, complete health histories, and conduct office tours
• Ensure photos and panoramic images are obtained during the exam
• Review medical history, chief concerns, allergies, trauma history, and any pre-medication requirements
• Present treatment fee estimates, explain the records-taking process, and prepare exit packets
• Review payment options, contracts, and informed consent with the patient/parent
• Ensure accurate completion of charts, letters, and contracts
• Schedule treatment appointments and answer all questions throughout the onboarding process
• Post checkout codes and verify accurate patient status in the system
• Schedule recall appointments for patients not yet ready for treatment.
• Follow up with all pending decision patients
• Prepare charts for consultations and assist with treatment starts
• Coordinate communication and records with oral surgeons and other specialists
• Send referral letters to general dentists when we refer a patient to their office
• Track daily exams and recall-ready patients in preparation for morning meetings
• Assist with recall and recall-ready appointments when needed
• Follow up with surgery patients after specialist consultations

Miscellaneous Responsibilities

• Maintain the cleanliness and organization of the exam/consultation rooms
• Support monthly production goals; maintain a conversion rate of at least 70%
• Participate actively in staff meetings and internal committees
• Perform other duties as assigned by the doctor
• Promote a positive team culture built on trust, respect, and cooperation

Qualifications

• Prior treatment coordinator experience preferred, but not required
• Bilingual candidates strongly preferred (not required)
• Ability to travel to the Jesup location once weekly (Thursdays)
• Recent graduates are welcome to apply

Technical Skills

• Experience with:
  • Dolphin
  • iTero Scanner
  • EasyRx
  • OrthoFi

Skills & Abilities

• Interpersonal Skills: Ability to build strong rapport with patients, parents, the doctor, team members, and community partners
• Verbal Communication: Clear, effective communication in person and over the phone; pleasant and professional phone presence
• Written Communication: Strong letter composition skills and legible documentation
• Problem-Solving: Ability to guide patients with gentle persuasion and effective scheduling strategies
• Computer Skills: Proficiency in data entry, tracking, imaging, and basic graphics