About This Role
We are a privately owned orthodontic practice investing in our systems, our team, and our patient experience. We are conducting this search confidentially. We are looking for a seasoned front office professional to anchor the patient facing side of the practice and help drive its next stage of growth.
Position Summary
This is a senior, high trust role for someone who can own the patient journey from first phone call through treatment start and beyond. You will manage front desk operations, build strong patient relationships, coordinate treatment presentations and case acceptance, oversee insurance and billing workflows, and actively contribute to the marketing and reputation of the practice. We want a proven closer and relationship builder who understands that a great front office directly drives practice growth.
Key Responsibilities
Patient Relationships and Front Office
- Serve as the welcoming face and voice of the practice, in person and by phone
- Manage scheduling, check in, and daily front desk flow to keep the schedule full and running smoothly
- Handle inbound new patient inquiries with warmth and urgency, and recover missed calls the same day
- Resolve patient concerns calmly and professionally, protecting the relationship at every step
Treatment Coordination and Case Acceptance
- Present treatment plans and financial options clearly and confidently, and guide patients to a confident yes
- Own the consultation to start conversion process and consistently improve case acceptance rates
- Run structured follow up on unconverted consultations
- Manage reactivation of past inquiries and patients who did not move forward
- Build and maintain treatment coordination processes so results do not depend on any single person
Insurance and Billing Coordination
- Verify insurance benefits and communicate coverage and out of pocket estimates accurately
- Set up and manage patient payment plans and financial agreements
- Enter and track claims in the practice management system and coordinate with our billing partner
- Understand explanation of benefits, common dental codes, and in network versus out of network dynamics
- Follow up on outstanding balances and support healthy accounts receivable
Marketing, Reviews, and Growth
- Drive patient reviews through a consistent, systematic request process
- Support local marketing efforts and help strengthen the practice reputation and online visibility
- Track conversion, review volume, and new patient flow, and use the numbers to improve results
Required Qualifications
- 5 to 7 years of front office experience in a dental, orthodontic, or medical practice
- Demonstrated experience as a treatment coordinator or in a case acceptance and sales driven role
- Proven track record of driving conversions, case starts, and measurable growth
- Strong working knowledge of dental or medical insurance, benefits verification, and billing workflows
- Experience generating patient reviews and supporting the marketing side of a practice
- Excellent communication, relationship building, and closing skills
- Highly organized, self directed, and comfortable owning outcomes and metrics
- Proficiency with practice management software
Preferred Qualifications
- Orthodontic experience and familiarity with orthodontic treatment plans and financial arrangements
- Bilingual ability
- Experience building or documenting front office processes and cross training team members
Pay: $26.98 - $32.49 per hour
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Paid time off
- Referral program
- Retirement plan
Work Location: In person
