Treatment Coordinator

Position Summary:

• Review doctor-diagnosed treatment plans and clinical recommendations.
• Present treatment plans in a clear, organized, and professional manner.
• Explain recommended procedures, treatment priorities, and the importance of completing dental care.
• Review treatment costs, estimated insurance benefits, and estimated patient portions.
• Ensure patients understand that insurance estimates are not guarantees of payment.
• Address patient questions and concerns regarding recommended treatment.
• Help patients make informed decisions without pressuring them.
• Obtain signed treatment plan and financial consent forms before treatment.
• Follow up with patients who have outstanding or unscheduled treatment.

• Discuss financial responsibilities with patients before treatment.
• Present payment options and available financing arrangements.
• Collect deposits and payments according to office policy.
• Explain payment expectations for treatment scheduled in multiple appointments.
• Assist patients with understanding their estimated out-of-pocket expenses.
• Discuss third-party financing options when available.
• Ensure all financial arrangements are documented accurately in the patient's account.
• Work with the front office to resolve outstanding financial questions.

• Review insurance breakdowns and benefit information.
• Verify coverage and estimated benefits for proposed treatment.

• Understand common dental insurance limitations, including:

  • Annual maximums.
  • Deductibles.
  • Waiting periods.
  • Frequency limitations.
  • Missing tooth clauses.
  • Downgrades and alternate benefits.
  • Out-of-network benefits.
• Communicate that insurance verification is a courtesy and that patients are ultimately responsible for their account balance.
• Assist with insurance pre-authorizations and predeterminations when needed.
• Coordinate with the insurance coordinator regarding coverage questions and claim follow-up.

• Schedule treatment according to doctor recommendations and clinical priorities.
• Coordinate appointments with doctors, hygienists, and dental assistants.
• Maintain an organized schedule to maximize production and minimize downtime.
• Identify opportunities to schedule larger treatment cases and same-day treatment when appropriate.
• Coordinate multi-appointment treatment plans.
• Monitor unscheduled treatment and contact patients to encourage completion of care.
• Coordinate with the clinical team regarding appointment length, equipment, and special scheduling requirements.
• Confirm that necessary financial arrangements are completed before treatment.

• Maintain a daily list of patients with unscheduled treatment.
• Follow up with patients who have outstanding treatment plans.
• Contact patients who have postponed or declined recommended treatment.
• Document all patient communication and follow-up attempts.
• Identify barriers preventing patients from moving forward with treatment.
• Work with patients to find reasonable scheduling and financial solutions.
• Follow up on pending insurance predeterminations when necessary.
• Maintain an organized tracking system for treatment presented, accepted, scheduled, and completed.

• Communicate effectively with doctors and clinical team members regarding patient treatment plans.
• Participate in daily morning huddles and team meetings.
• Review the daily schedule for opportunities to increase production.
• Communicate changes to treatment plans or financial arrangements to the appropriate team members.
• Maintain professionalism and confidentiality when discussing patient information.
• Assist the front office team when needed to support smooth daily operations.
• Maintain a positive, team-oriented working environment.

The Treatment Coordinator is expected to:

• Review all treatment plans presented by the doctor.
• Ensure every patient receives a clear financial presentation.
• Present treatment options and financial arrangements before scheduling whenever possible.
• Track all treatment presented and accepted.
• Follow up on unscheduled treatment opportunities daily.
• Monitor pending cases and outstanding treatment.
• Maintain accurate patient account notes and financial documentation.
• Communicate daily production and treatment acceptance opportunities to management.
• Help identify opportunities to meet or exceed the practice's daily and monthly production goals.

Required qualifications:

• Previous dental office experience required.
• Knowledge of dental terminology and common dental procedures.
• Understanding of dental insurance and benefit verification.
• Strong customer service and communication skills.
• Ability to discuss financial arrangements confidently.
• Excellent organizational and time-management skills.
• Proficiency with dental practice management software.
• Ability to multitask in a fast-paced dental environment.

• Experience in treatment coordination.

• Knowledge of PPO insurance plans.
• Experience presenting comprehensive treatment plans.
• Experience with third-party financing.
• Strong case acceptance and patient relationship skills.
• Ability to understand production reports and treatment acceptance metrics.
• Experience in sales preferred.

The Dental Treatment Coordinator is expected to demonstrate:

• Accountability: Take ownership of assigned responsibilities and follow through on commitments.
• Professionalism: Represent the practice positively in every patient interaction.
• Confidence: Present treatment and financial arrangements clearly and comfortably.
• Organization: Keep treatment plans, follow-ups, and financial documentation current.
• Teamwork: Work collaboratively with doctors, assistants, hygienists, and front office staff.
• Patient Advocacy: Help patients understand the value of their dental health and make informed decisions.
• Results-Driven Performance: Contribute to the practice's production, collections, and treatment acceptance goals.