Patient Experience Coordinator Front Desk · Concierge · Insurance & Benefits
About the Practice
We are a boutique dental practice focused on cosmetic and aesthetic dentistry — veneers, smile design, and advanced restorative care. Our patients invest significantly in their results and expect service closer to a luxury hospitality brand or high-end med spa than a typical dental office. The clinical work here is exceptional. The experience surrounding it has to match.
The Role
You are the first and last impression of the practice. You own the front of house: the phone, the welcome, the schedule, and the financial and insurance side of the patient relationship. Done well, this role is the reason a patient chooses us over the practice down the street, and the reason they refer their friends.
This is a hospitality role as much as an administrative one. We are looking for someone with genuine warmth and real polish — the kind of presence that makes an anxious patient relax and a discerning one feel they've made the right choice. The administrative work behind it (benefits, claims, collections, scheduling) has to be precise, because in a practice at this level, a billing error or a surprise balance undoes a lot of goodwill very quickly.
What You'll Own
Patient Experience
- Set the tone of the practice — warm, calm, unhurried, and impeccably presented
- Greet and host patients: arrivals, beverages, comfort items, and the flow of the reception area
- Handle every call, text, and email with polish and speed; convert new-patient inquiries into booked consultations
- Manage the patient relationship between visits — confirmations, reminders, follow-up, and the small personal touches that make people feel known
- Resolve concerns and scheduling conflicts with grace and without escalation
Schedule Management
- Protect and optimize the doctor's schedule; minimize gaps and unproductive time
- Manage the recall and reactivation lists
- Handle cancellations and rescheduling proactively, including maintaining a short-notice list
- Coordinate with the clinical team on appointment sequencing and lab timelines
Insurance & Benefits
- Verify benefits and eligibility ahead of every appointment
- Submit clean claims with correct CDT coding and supporting narratives
- Manage the aging report; follow up on outstanding claims and appeal denials
- Prepare accurate out-of-pocket estimates so there are no surprises at checkout
- Collect at time of service and manage patient balances professionally and without awkwardness
- Administer third-party financing applications (CareCredit, Cherry, Sunbit, or similar)
Administrative
- Maintain accurate, tidy patient records and practice-management data
- Support day-to-day operations: supplies, correspondence, vendor coordination
- Assist with patient photography intake and records organization as needed
What We're Looking For
Required:
- 2+ years in a dental or medical front office, or a comparable high-touch client-facing role (aesthetics, med spa, luxury hospitality, luxury retail, or private club)
- Working knowledge of dental insurance: benefits verification, CDT coding, claims submission, and appeals — or demonstrated ability to learn it quickly, with relevant billing experience elsewhere
- Fluency with practice-management software, we use CURVE (Dentrix, Eaglesoft, Open Dental, or similar)
- Exceptional written and verbal communication; your emails and texts represent the brand
- Comfort handling money conversations — collecting balances, explaining estimates, discussing payment options
- Professional appearance and presence consistent with a cosmetic and aesthetic practice
- Absolute discretion with patient information and clinical photography
Strongly Preferred:
- Experience in a fee-for-service, out-of-network, or cosmetic practice
- Familiarity with financing platforms and structured payment arrangements
- Background in hospitality or aesthetics where service standards were formally defined and enforced
Growth Path
This practice does significant cosmetic and comprehensive treatment. Over time, the right person in this seat may grow into treatment coordination — presenting cosmetic cases and guiding patients through the decision. That is not the starting scope of the role, and it is not required on day one. It's a real opportunity for someone who demonstrates the judgment and interpersonal skill for it, and we'll develop that together rather than assume it.
Expectations
- Full-time, on-site.
- Ability to work with a team and accept guidance and constructive criticism.
- You will be measured on: new-patient call conversion, schedule utilization, collections at time of service, insurance A/R and claim accuracy, and patient reviews.
- Benefits: [PTO, dental, CE/training, 401k, etc.].
Pay: $23.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Paid time off
Application Question(s):
- Working with VA through Optum and active duty through DART experience?
Experience:
- front desk insurance: 2 years (Preferred)
Ability to Commute:
- Saint Johns, FL 32259 (Required)
Work Location: In person
