Position Overview
We are seeking a compassionate, highly organized, and patient-focused Dental Treatment & Financial Coordinator to join our dental practice. This role is a key part of the patient experience and the financial success of the office.
The ideal candidate will serve as the bridge between patient care and office operations — helping patients feel comfortable, informed, and confident about their treatment while also managing scheduling, insurance coordination, billing, and collections.
This is more than a front desk role. We are looking for someone who can build trust with patients, communicate clearly without sounding transactional, improve treatment acceptance, and support the financial health of the practice.
Key Responsibilities
Patient-Centered Communication
- Serve as the first point of contact for patients with warmth, empathy, and professionalism.
- Communicate in a patient-first manner that builds trust and long-term relationships.
- Ensure all patient interactions — by phone, text, email, or in person — are caring, informative, and never transactional.
- Listen actively to patient concerns and provide clear guidance throughout their care journey.
New Patient Conversion & Scheduling
- Handle incoming calls from prospective patients and provide clear, accurate information about services, insurance, and the patient experience.
- Effectively convert new patient inquiries into scheduled appointments.
- Educate patients on treatment options and the value of recommended care.
- Manage doctor and hygiene schedules to maximize efficiency and patient flow.
- Minimize schedule gaps, cancellations, and downtime through proactive scheduling.
- Maintain recall and reactivation systems for overdue or unscheduled patients.
Treatment Coordination & Case Acceptance
- Review treatment plans with patients and explain procedures, timelines, and next steps.
- Help patients understand the importance of recommended treatment.
- Present financial options and payment arrangements to improve treatment acceptance.
- Follow up on unscheduled treatment plans and pending treatment acceptance.
Insurance Verification & Billing Coordination
- Verify insurance eligibility and benefits prior to appointments.
- Explain insurance coverage, co-pays, deductibles, and estimated out-of-pocket costs clearly.
- Submit insurance claims accurately and on time.
- Follow up with insurance companies regarding pending claims, denials, and appeals.
- Obtain pre-authorizations and detailed benefit breakdowns when needed.
- Work closely with the clinical team to ensure proper coding and documentation for claims.
Collections & Accounts Receivable
- Collect patient payments, co-pays, and balances at time of service.
- Manage accounts receivable and follow up on outstanding patient and insurance balances.
- Review aging reports and support collection efforts.
- Reconcile daily collections and payment posting.
- Help improve office cash flow by reducing claim delays and outstanding balances.
Administrative & Team Support
- Maintain accurate patient records, treatment notes, and financial documentation.
- Coordinate communication between front office and clinical team.
- Ensure smooth front office workflow and exceptional patient experience.
- Support office goals related to production, collections, and patient retention.
Qualifications
- Minimum 2 years of experience in dental front office, treatment coordination, insurance billing, or financial coordination preferred.
- Strong communication skills with a patient-first mindset.
- Proven ability to convert new patient calls into booked appointments.
- Experience with dental insurance verification, claims submission, and insurance follow-up.
- Understanding of PPO billing, treatment coding, and dental terminology.
- Comfortable discussing treatment plans, fees, and payment options.
- Strong accounts receivable and collections experience preferred.
- Experience with dental software (Dentrix, Dentrix Ascend).
- Strong organizational, multitasking, and follow-up skills.
- Positive attitude, accountability, and team-oriented mindset.
Success in This Role is Measured By
- New patient conversion rate
- Treatment acceptance rate
- Schedule efficiency and productivity
- Insurance collections and claim turnaround time
- Reduced A/R aging
- Improved patient collections at time of service
- Lower cancellation and no-show rates
- Patient satisfaction and retention
Job Type: Full-time
Pay: $27.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Paid sick time
- Professional development assistance
- Referral program
- Retirement plan
Work Location: In person
