Front Desk Patient Care Coordinator & Administrative Support
About Us
At San Antonio Pediatric Dentistry and Orthodontics, our mission is to provide exceptional pediatric and orthodontic care in a fun, compassionate, and family-centered environment. We believe our people are our greatest asset and are committed to creating a workplace where team members can grow professionally while making a meaningful difference in the lives of children and their families.
We are looking for an organized, customer-focused Front Desk Patient Care Coordinator & Administrative Support professional who enjoys helping patients, thrives in a fast-paced environment, and takes pride in delivering exceptional customer service while supporting the administrative and financial operations of the practice.
What You'll Do
As the Front Desk Patient Care Coordinator & Administrative Support, you will serve as one of the first points of contact for our patients while also supporting our administrative and financial operations.
Patient Experience & Front Desk Support
- Welcome patients and families with a friendly and professional attitude.
- Answer incoming phone calls promptly and courteously.
- Schedule new and existing patient appointments.
- Check patients in and out efficiently.
- Manage voicemail messages and return calls promptly.
- Help fill open appointments and manage pending appointment lists.
- Coordinate scheduling updates with the clinical team.
- Provide outstanding customer service during every patient interaction.
Patient Care Coordination
- Assist patients with registration forms and paperwork.
- Explain appointment information and next steps.
- Support the Financial Coordinator when needed.
- Maintain accurate patient records.
- Keep the front desk clean, organized, and professional.
- Order front office supplies and patient reward items.
Administrative & Financial Support
In addition to front desk responsibilities, this position will provide administrative support to the business office by:
- Reconcile patient accounts and review account balances for accuracy.
- Assist with Pediatric Dentistry Accounts Receivable.
- Assist with Orthodontic Accounts Receivable.
- Review outstanding patient balances and help identify collection opportunities.
- Help maintain accurate financial records within Open Dental.
- Support insurance follow-up and account research when assigned.
- Assist with payment posting verification and account corrections.
- Work closely with the Financial Coordinator and Office Manager on administrative projects.
- Maintain confidentiality of all patient financial information.
General Office Support
- Assist with opening and closing procedures.
- Help prepare the office for the next business day.
- Maintain a clean and welcoming reception and lobby area.
- Participate in morning huddles and end-of-day meetings.
- Assist with occasional marketing and community outreach activities.
- Perform additional administrative duties as assigned to support patient care and office operations.
What We're Looking For
We are seeking someone who is:
- Friendly, professional, and committed to providing exceptional customer service.
- Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced dental office.
- Experienced with patient account reconciliation, financial record accuracy, and administrative support in a dental or healthcare setting.
- Demonstrates strong analytical skills with the ability to identify discrepancies, reconcile patient accounts, and resolve issues efficiently using sound judgment and attention to detail.
- Demonstrates strong critical thinking, sound judgment, and common-sense decision-making when resolving patient account, insurance, or scheduling issues.
- Possesses a strong sense of urgency and consistently follows through on tasks promptly while maintaining accuracy, professionalism, and excellent customer service.
- Proactive, dependable, and able to work independently while taking ownership of assigned responsibilities.
- Comfortable communicating professionally with patients, parents, insurance companies, and fellow team members.
- Maintains a high level of accuracy, confidentiality, and accountability when handling patient and financial information.
- Adaptable, eager to learn, and committed to continuous improvement.
- A collaborative team player who contributes to a positive workplace culture while supporting both the clinical and administrative teams.
Required Qualifications & Preferred Experience
- Minimum of 2 years of experience in a dental front office, patient care coordination, business office, or administrative support role.
- Previous dental office experience is required. Experience in a pediatric dental and/or orthodontic practice is highly preferred.
- Proficiency with Open Dental Practice Management Software is required.
- Bilingual (English/Spanish) is required. Must be able to communicate fluently and professionally with patients, parents, insurance representatives, and team members in both languages.
- Demonstrated experience with patient account reconciliation, payment posting verification, account research, and resolving account discrepancies.
- Strong working knowledge of dental insurance verification, benefit breakdowns, claims processing, accounts receivable, patient payment plans, and patient financial accounts.
- Experience scheduling patients in a high-volume practice while effectively managing cancellations, no-shows, pending treatment, and schedule optimization.
- Strong analytical, organizational, and problem-solving skills with the ability to identify discrepancies, reconcile accounts, and resolve issues efficiently using sound judgment.
- Excellent attention to detail and a high level of accuracy when handling financial transactions, patient records, and administrative tasks.
- Ability to prioritize multiple responsibilities while maintaining a strong sense of urgency, professionalism, and exceptional customer service.
- Strong verbal and written communication skills with the ability to build positive relationships with patients, parents, insurance companies, and team members.
- Demonstrated ability to work independently, exercise sound judgment, maintain confidentiality, and take ownership of assigned responsibilities.
- Proficiency in Microsoft Office (Outlook, Word, Excel) and the ability to quickly learn new software and technology.
Why Join Our Team?
- Supportive and collaborative team environment.
- Opportunity to work with children and families.
- Stable full-time Monday–Friday schedule.
- Opportunities for professional growth and advancement.
- Cross-training in administrative and financial operations.
- Positive workplace culture focused on teamwork and patient care.
At San Antonio Pediatric Dentistry and Orthodontics, we believe our team is the heart of our practice. If you enjoy helping people, staying organized, learning new skills, and making a positive impact every day, we'd love to meet you.
Apply today and become part of our growing team!
Benefits
Pay: $18.00 - $24.00 per hour
Benefits:
Application Question(s):
- 1. Have you previously used Open Dental software in a dental office?
- 2. Do you have at least 2 years of experience in customer service, front desk coordination, patient reception and admin support?
- 3. Describe any experience you have with patient account reconciliation, payment posting, or accounts receivable.
- 4. Have you worked with dental insurance claims, patient balances, or financial accounts? Please describe your experience.
- 5. Are you available to work Monday–Friday, 7:00 AM–5:00 PM?
- 6. Why are you interested in joining our team?
Work Location: In person
