Orthodontic Patient Coordinator

About Company:

At First Choice Dental, we believe that when we take exceptional care of our people, our people take exceptional care of our patients. This mission is at the heart of everything we do, and our employees are a vital part of that purpose.

Our Mission

"We take exceptional care of our people, and our people take exceptional care of our patients."

About the Role:

The Orthodontic Patient Coordinator plays a vital role in ensuring a seamless and positive experience for patients seeking orthodontic care. This position serves as the primary point of contact for patients, managing appointment scheduling, treatment plan coordination, and patient communication throughout their orthodontic journey. The coordinator works closely with orthodontists, dental assistants, and administrative staff to facilitate efficient office operations and maintain high standards of patient service. By effectively managing patient records, insurance verification, and financial arrangements, the coordinator helps optimize treatment outcomes and patient satisfaction. Ultimately, this role contributes significantly to the practice’s reputation and success by fostering strong patient relationships and supporting clinical staff.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher in healthcare administration or related field preferred.
• Previous experience in a dental or orthodontic office environment, preferably in a patient coordination or administrative role.
• Preferred knowledge of orthodontic terminology, treatment processes, and insurance procedures.
• Proficiency or ability to learn software with electronic health record (EHR) systems.
• Excellent communication and interpersonal skills with the ability to interact effectively with patients of all ages.

Preferred Qualifications:

• Experience with orthodontic-specific software such as Dolphin Management.
• Demonstrated skills in conflict resolution and customer service excellence.
• Familiarity with medical billing and coding related to orthodontic procedures, or the ability to learn.

Responsibilities:

• Greet and welcome patients, providing a warm and professional first impression of the orthodontic practice.
• Schedule and confirm patient appointments, ensuring optimal use of clinical resources and minimizing wait times.
• Explain treatment plans, financial options, and insurance coverage to patients and their families in a clear and compassionate manner.
• Maintain accurate and up-to-date patient records, including treatment progress, payment history, and correspondence.
• Coordinate communication between patients and clinical staff to address questions, concerns, and follow-up care instructions.
• Assist with insurance claims processing and verify patient benefits to facilitate timely reimbursements.
• Manage patient billing, collect payments, and set up payment plans as needed to support patient affordability.
• Support marketing and patient referral initiatives by providing information and scheduling consultations for prospective patients.
• Ensure compliance with HIPAA and other regulatory requirements related to patient privacy and data security.