Patient Care Coordinator/Scheduling Coordinator

About the Job

We are a growing, vibrant, and fun-loving pediatric and orthodontic dental organization dedicated to delivering exceptional care to our patients and families. Our teams thrive in a fast-paced, high-energy environment where teamwork, professionalism, and patient experience come first.

We are currently seeking a Front Office Scheduling & Patient Care Coordinator who is energetic, highly organized, and passionate about people. This role blends front office scheduling excellence with patient care coordination and treatment presentation, making it a key position that directly supports patient satisfaction and practice growth.

The Front Office Scheduling & Patient Care Coordinator is a highly visible, patient-facing role responsible for managing appointment scheduling, coordinating treatment plans, and driving treatment acceptance. This position requires excellent customer service skills and proven sales experience . Candidates without sales experience will not be considered .

This role is ideal for someone who thrives in a busy pediatric/orthodontic environment, enjoys multitasking, and can confidently guide families through treatment and financial conversations while keeping the front office running smoothly.

Key Responsibilities:

• Schedule patient appointments and schedules across pediatric and orthodontic departments.
• Coordinate treatment plans across multiple providers and locations.
• Verify and clearly explain HMO and PPO insurance benefits , limitations, and eligibility.
• Present treatment plans confidently , using appropriate dental and orthodontic terminology.
• Educate families on payment options , including in-house arrangements and third-party financing.
• Deliver exceptional customer service by answering questions, addressing concerns, and providing timely follow-up.
• Maintain an organized, professional, and welcoming front office environment aligned with brand standards.
• Collaborate closely with doctors, clinical teams, and leadership to ensure a seamless patient journey.
• Accurately document patient interactions, insurance details, and financial agreements in the dental software.
• Support office workflows to minimize gaps in schedules, cancellations, and delays.
• Consistently meet or exceed individual and office performance goals.

Performance Goals & Expectations:

• Treatment Acceptance: Achieve and maintain established case acceptance and conversion targets.
• Patient Experience: Maintain high patient satisfaction, positive feedback, and strong online reviews.
• Operational Efficiency: Reduce scheduling gaps, authorization delays, and incomplete financial processing.
• Compliance & Accuracy: Ensure all documentation, consents, and financial agreements are completed accurately and on time.

Required Qualifications:

• 3+ years of experience as a Treatment Coordinator OR 3+ years of sales experience (required).
• Strong sales background with a proven ability to close, handle objections, and drive results (required).
• Comfortable working with multiple providers in a fast-paced, high-volume pediatric/orthodontic practice.
• Available to work weekends as scheduled.
• Proficient with dental software ( Open Dental is a plus ).
• Strong verbal and written communication skills.
• Spanish is a plus , but not required.