DENTAL TREATMENT PLAN COORDINATOR

The Treatment Plan Coordinator is responsible for helping patients understand their recommended dental treatment, treatment options, insurance estimates, financial responsibilities, and next steps.

This position works closely with the doctor, dental assistants, hygienists, insurance coordinator, and front-office team to ensure that diagnosed treatment is clearly presented, properly documented, and scheduled in a timely manner.

The ideal candidate is confident, organized, compassionate, persuasive without being pushy, and comfortable discussing dental treatment and financial arrangements with patients.

Key Responsibilities Treatment Plan Presentation

• Review the doctor's diagnosis and recommended treatment with the patient.
• Clearly explain the recommended treatment, procedures, sequence, and expected timeline.
• Explain treatment options when multiple options are presented by the doctor.
• Use patient-friendly language to answer questions and address concerns.
• Make sure the patient understands the importance and purpose of recommended treatment.
• Review treatment plans with patients before they leave the office whenever possible.
• Obtain the patient's signature/acknowledgment on the treatment plan as required.

Financial & Insurance Coordination

• Review estimated insurance benefits and patient portions with the patient.
• Coordinate with the Insurance Coordinator to ensure estimates are accurate.
• Explain deductibles, copays, annual maximums, financing options, and payment arrangements according to office policy.
• Clearly communicate that insurance estimates are not guarantees of payment.
• Provide patients with written treatment estimates when appropriate.
• Coordinate financing or payment options for larger treatment plans.

Treatment Acceptance & Scheduling

• Follow up with patients who have diagnosed but unscheduled treatment.
• Contact patients regarding outstanding treatment plans in a professional and appropriate manner.
• Assist patients in overcoming scheduling, financial, or informational barriers.
• Schedule accepted treatment according to the doctor's recommended sequence and office availability.
• Prioritize urgent or time-sensitive treatment appropriately.
• Track unscheduled treatment and follow up consistently.

Patient Experience

• Build trust and rapport with patients.
• Listen carefully to patient concerns, questions, and financial limitations.
• Never pressure a patient into treatment.
• Help patients make informed decisions regarding their dental care.
• Maintain a professional, positive, and compassionate attitude.
• Protect patient confidentiality and follow HIPAA requirements.

Communication With Clinical Team

• Communicate with the doctor when a patient has questions regarding diagnosis or treatment.
• Do not independently change or interpret the doctor's diagnosis or treatment recommendations.
• Communicate patient concerns and questions to the appropriate clinical team member.
• Ensure the clinical team is aware of accepted treatment and any important patient concerns.
• Verify that treatment plans are properly documented before treatment is scheduled or started.

Follow-Up & Tracking

• Maintain an organized list of outstanding and unscheduled treatment.
• Follow up with patients according to office protocols.
• Document all treatment-plan discussions and patient communications.
• Track treatment acceptance and scheduling.
• Identify patterns in declined or delayed treatment and communicate them to management.
• Follow up on incomplete treatment when appropriate.

Daily Expectations

The Treatment Plan Coordinator is expected to:

• Review the day's diagnosed treatment.
• Make sure patients receive an explanation of their recommended treatment.
• Confirm treatment plans are documented and signed when required.
• Coordinate with the Insurance Coordinator regarding insurance estimates.
• Schedule accepted treatment before the patient leaves whenever possible.
• Follow up with patients who leave without scheduling treatment.
• Review outstanding treatment plans regularly.
• Maintain accurate notes in the patient's chart and schedule.
• Communicate clearly with the doctor and front-office team.

Patient Communication Standards

The Treatment Plan Coordinator should:

• Be warm, confident, and professional.
• Explain treatment in a way the patient can understand.
• Listen before responding to concerns.
• Never make promises regarding insurance coverage.
• Never misrepresent treatment costs or insurance benefits.
• Never pressure or manipulate patients into accepting treatment.
• Respect a patient's decision to delay or decline treatment.
• Refer clinical questions to the doctor or appropriate clinical team member.

Performance Expectations

Performance may be evaluated based on:

• Treatment plans presented to patients
• Treatment plans scheduled
• Treatment acceptance rate
• Accuracy of treatment estimates
• Follow-up completion
• Unscheduled treatment reduction
• Production generated from accepted treatment
• Accuracy and completeness of documentation
• Patient communication and satisfaction
• Timeliness and organization
• Teamwork and communication
• Ability to identify and resolve barriers to treatment

Qualifications

Required:

• Excellent communication and interpersonal skills
• Strong organizational and follow-up skills
• Comfortable discussing dental treatment and financial information
• Strong attention to detail
• Ability to multitask in a busy dental office
• Professional and compassionate patient communication
• Ability to work closely with doctors and the front-office team

Preferred:

• Previous dental treatment coordinator experience
• Dental front-office experience
• Knowledge of dental procedures and terminology
• Knowledge of dental insurance and treatment estimates
• Experience presenting large treatment plans
• Experience with dental practice management software

Important Role Expectation

The Treatment Plan Coordinator is expected to take ownership of every diagnosed treatment plan.

A patient should not leave the office without understanding:

• What treatment the doctor recommended
• Why the treatment is recommended
• What the treatment will involve
• The estimated cost and insurance portion
• What the patient's estimated responsibility is
• What options are available according to office policy
• What the next step is

The ultimate goal is to provide patients with clear information, excellent service, and a smooth path to completing the dental care recommended by the doctor.

Pay: $23.00 - $26.00 per hour

Work Location: In person