Orthodontic Coordinator

Orthodontic Coordinator The Orthodontics (Ortho) Coordinator is responsible for coordinating the patient journey from initial consultation through treatment initiation. This role focuses on treatment plan presentation, financial coordination, and scheduling to maximize case acceptance and ensure an exceptional patient experience. The coordinator serves as a key liaison between providers, staff, and patients and plays a critical role in supporting practice growth and profitability. Duties and Responsibilities Present orthodontic treatment plans clearly and professionally to patients and families Educate patients on procedures, timelines, and follow-up care Discuss and arrange financial options, including payment plans and third-party financing Verify insurance benefits, collect required documentation, and submit insurance claims Address billing, insurance, and account-related questions promptly Maintain accurate patient records, demographic information, and payment histories If applicable, collect signatures for contracts, consent forms, and retention agreements Manage appointment scheduling, confirmations, and recall follow-ups Follow up on missed appointments and unpaid insurance balances Post payments, enter transactions, and reconcile patient accounts Coordinate lab cases and ensure timely submission and receipt Prepare accounts for debonding, including final balance reconciliation Promote in-office marketing initiatives Maintain appropriate supply inventory levels Support production goals by building efficient and productive schedules Travel as needed to multiple practice locations and the corporate office Perform additional duties as assigned Knowledge and Skills/Expected Competencies High School diploma or GED required Working knowledge of orthodontic treatments and procedures Strong understanding of dental insurance, billing, and claims processing Proficiency in Microsoft Office applications Excellent communication and interpersonal skills Strong organizational skills with the ability to manage multiple priorities Physical/Mental Demands and Work Environment While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate. Equal Employment ProSmile values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged. ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply. Company Safety ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.