Pediatric Airway Front Office Coordinator / Patient Experience Coordinator
Airway-Focused Pediatric & Concierge Dentistry
We're looking for an exceptional Front Office Coordinator who genuinely enjoys working with children and families and wants to be part of something a little different from a traditional dental office.
Our practice focuses on airway health, growth and development, infant and pediatric tongue-ties, feeding, breathing, sleep, and early intervention. We provide highly personalized, concierge-style care and work closely with other healthcare professionals to help children thrive.
You'll be the first voice a worried parent hears on the phone and the first face a nervous child sees when they walk in. Administrative skills matter—but who you are as a person matters just as much to us.
Who We're Looking For
We want someone who:
- Brings positive energy into a room
- Chooses to be happy and looks for reasons to enjoy the day
- Genuinely enjoys kids and knows how to put families at ease
- Is warm, patient, and reassuring when a parent calls anxious about their child
- Is organized, detail-oriented, and follows through on every loose end
- Takes initiative instead of waiting to be told what to do
- Notices the little things that can make a family's experience exceptional
- Communicates clearly and kindly, in person, on the phone, and in writing
- Wants to learn and grow
- Enjoys being part of a small, collaborative team
- Takes pride in providing an unusually high level of service
Many of the families who call us have been searching for answers for a long time. They may be exhausted, overwhelmed, or unsure where to turn. We want someone who understands that our job isn't simply to book an appointment—it's to make a family feel heard, supported, and confident they've found the right place.
Sometimes that means patience on a long phone call. Sometimes it means remembering a sibling's name. Sometimes it means making sure a parent leaves knowing exactly what happens next.
We want someone who finds meaning in that.
What You'll Be Helping With
Depending on experience and training, responsibilities may include:
- Greeting and checking in families, and creating a calm, welcoming front office
- Answering phones, responding to new patient inquiries, and following up with families who have reached out
- Scheduling and coordinating appointments, including consultations, procedures, and follow-up visits
- Managing new patient intake, forms, and records
- Verifying insurance benefits, explaining financial arrangements, and collecting payments
- Submitting claims and assisting with appeals, pre-authorizations, and Letters of Medical Necessity
- Coordinating referrals and communication with myofunctional therapists, lactation consultants, ENTs, feeding therapists, orthodontists, and other collaborative providers
- Sending consultation reports and records to referring providers
- Following up with families after treatment
- Managing email, mail, and office correspondence
- Keeping the schedule, patient records, and office systems organized and up to date
- Finding ways to make every family's experience more comfortable and enjoyable
This Probably Isn't the Right Job If...
You're looking for a position where you simply clock in, answer phones, and clock out.
Our practice is small and highly personalized. Everyone contributes to the experience our families have.
We care about energy, attitude, ownership, kindness, and attention to detail.
This Might Be the Perfect Job If...
You love being the person who makes a stressed parent feel better by the end of a phone call.
You remember families' names and the things they told you the last time they were in.
You get satisfaction from a clean schedule, a clear inbox, and nothing falling through the cracks.
You naturally look for ways to help your teammates.
You enjoy learning about areas of healthcare that aren't always part of traditional dentistry.
You believe healthcare can be both highly professional and genuinely joyful.
And you want to go home knowing that the work you did that day helped a child get the care they needed to breathe, sleep, eat, grow, or feel better.
Experience
Dental or medical front office experience is preferred, but attitude, personality, emotional intelligence, and willingness to learn are extremely important to us.
Experience with dental practice management software, insurance verification and claims, pediatric or orthodontic offices, or coordinating care between multiple providers is a plus.
Comfort with computers, email, scheduling software, and basic office tools is expected.
Bilingual would be great!
Most importantly, we're looking for someone who wants to bring joy to the children and families we get to help—even on the tough days.
Job Type: Part-time (could turn into full time)
Benefits:
- Continuing education opportunities
- Employee discount
- Flexible schedule
- Free parking
- On-the-job training
- Paid orientation
Work Location: In person — Irvine, CA
Pay: $25.08 - $30.21 per hour
Benefits:
Work Location: Hybrid remote in Irvine, CA 92606
