Bethesda & Washington, DC | Full-Time | Leadership + Patient-Facing Role
Are you an experienced dental or orthodontic professional who knows how a successful practice should run, connects naturally with patients, stays ahead of what needs to be done, and takes genuine ownership of results?
We are seeking an exceptional Orthodontic Practice Manager & Treatment Coordinator to play a central role across our two established orthodontic practices in Bethesda, Maryland and Spring Valley, Washington, DC.
This is a unique position combining Treatment Coordination with Practice Management. The management component is focused primarily on practice operations, organization, systems, patient flow, accountability, communication, and growth rather than heavy personnel management.
DENTAL EXPERIENCE IS REQUIRED
Applicants must have prior experience working in a dental or orthodontic office as a Treatment Coordinator, Patient Coordinator, Office Manager, Practice Manager, or in a comparable dental leadership/coordinator role.
This is a firm requirement. We are not seeking candidates without prior dental office experience.
Orthodontic experience is highly preferred.
We are looking for someone who combines leadership, organization, accountability, warmth, confidence, and strong interpersonal skills with the ability to guide prospective patients from their first consultation through the decision to begin treatment.
The right person will become an important partner to Dr. Sagafi in the day-to-day operation and continued growth of both practices.
WHAT MAKES THIS POSITION DIFFERENT
Our practices provide sophisticated orthodontic care to children, teens, and adults, including patients who travel significant distances specifically to be treated by us.
We are a technology-forward practice with a strong emphasis on clinical excellence, patient experience, and advanced treatment. Our work includes BRAVA® hidden lingual braces, surgical and multidisciplinary orthodontics, PAOO accelerated orthodontics, Dental Monitoring, digital scanning, 3D technologies, and complex adult treatment.
We are looking for someone who wants more than simply completing a list of administrative tasks.
We want someone who takes ownership of the practice around them — who notices when something needs attention, follows through without repeated reminders, keeps systems organized, and continually thinks about how the patient experience and practice can be improved.
THE ROLE
This position combines two closely connected functions:
Practice Management:
Helping oversee the operational systems, organization, workflow, communication, scheduling effectiveness, patient experience, and day-to-day priorities that allow two practice locations to operate efficiently.
Treatment Coordination:
Creating an exceptional new-patient experience, presenting treatment confidently and professionally, helping patients understand their options and financial arrangements, and consistently following through so patients who are ready for treatment actually get started.
This is not a heavy staff-management or HR position. The doctor will continue to maintain direct involvement in personnel decisions and will continue to handle payroll.
As the practices continue to grow, the Manager may become more involved in areas such as team development, onboarding, employee feedback and performance reviews, and other management responsibilities, depending upon experience, demonstrated leadership ability, and the evolving needs of the practices.
The ideal candidate will be equally comfortable solving an operational problem, identifying an inefficient system, sitting down with a new patient to discuss a significant treatment investment, and following up afterward to help that patient confidently move forward.
KEY RESPONSIBILITIES
Practice Management & Operations
- Help oversee the day-to-day operational flow of our Bethesda and Spring Valley offices.
- Work closely with Dr. Sagafi to keep both locations organized, efficient, and functioning at a consistently high level.
- Establish, maintain, and improve office systems and workflows.
- Identify operational problems proactively and help implement practical solutions.
- Help oversee scheduling effectiveness, patient flow, follow-up systems, and daily operational priorities.
- Ensure important tasks, patient communications, and follow-ups do not fall through the cracks.
- Coordinate between clinical and administrative team members to support a seamless patient experience.
- Help maintain consistency in office procedures and standards across both locations.
- Assist with onboarding and training team members on office systems and protocols as needed.
- Serve as a resource for the team when operational questions or problems arise.
- Help maintain an organized, professional, efficient, and positive office environment.
- Work with Dr. Sagafi on implementing new systems, technology, and practice improvements.
- Participate in employee feedback and performance reviews as the role and practices evolve.
- Assist with marketing initiatives, professional outreach, referring-office relationships, events, and special projects as needed.
- Take ownership of projects and responsibilities assigned by Dr. Sagafi and ensure they are carried through to completion.
Payroll is not a responsibility of this position.
Treatment Coordination & New Patient Experience
A major component of this position is serving as the connection between Dr. Sagafi's clinical recommendations and the patient's decision to move forward with treatment.
Responsibilities include:
- Serving as one of the primary liaisons between Dr. Sagafi and prospective patients.
- Conducting comprehensive new-patient consultations in a warm, polished, and confident manner.
- Building genuine rapport and understanding each patient's concerns, priorities, and treatment goals.
- Clearly explaining recommended orthodontic treatment and helping patients understand what to expect.
- Presenting treatment fees and financial arrangements professionally and comfortably.
- Helping patients understand insurance benefits as they relate to their proposed treatment.
- Addressing patient questions and concerns without creating a high-pressure sales environment.
- Guiding accepted patients efficiently from consultation into active treatment.
- Following up consistently with patients who have not yet scheduled treatment.
- Re-engaging incomplete starts and prospective patients who may need additional information before moving forward.
- Maintaining accurate documentation of consultations, treatment discussions, and follow-up communication.
- Developing a strong understanding of our treatment options so that information presented to patients is accurate, confident, and consistent with Dr. Sagafi's recommendations.
Growth & Development Recall Management
Our existing patient base represents an important part of the continued growth of the practices.
The Manager/Treatment Coordinator will:
- Take ownership of our growth-and-development recall systems.
- Run and monitor appropriate recall reports.
- Ensure patients are contacted and scheduled at the appropriate intervals.
- Identify patients who are becoming ready to begin orthodontic treatment.
- Coordinate with Dr. Sagafi and the clinical team regarding treatment readiness.
- Follow through with families so patients who are ready for treatment transition efficiently into active treatment.
This position requires someone who understands that successful practice growth comes not only from attracting new patients, but also from consistently following through with the patients who already know and trust the practice.
Complex & Multidisciplinary Patient Coordination
Our practice treats sophisticated adult, surgical, and multidisciplinary cases, making organization and communication especially important.
Responsibilities may include:
- Coordinating multidisciplinary and surgical orthodontic cases.
- Communicating with dental and medical specialists involved in treatment.
- Obtaining necessary reports, records, and documentation.
- Helping coordinate meetings, Zoom conferences, and communications among members of a patient's treatment team.
- Tracking outstanding items and ensuring complex cases continue moving forward.
- Helping ensure that important details and communications are not overlooked.
Practice Growth & Patient Relationships
You will play an important role in the continued growth of both practice locations.
This includes:
- Tracking consultations, follow-up, case acceptance, and treatment starts.
- Helping improve treatment acceptance and the overall new-patient experience.
- Developing reliable systems for consultation follow-through.
- Re-engaging patients who have not yet started treatment.
- Strengthening patient retention and relationships.
- Encouraging patient reviews and referrals appropriately.
- Participating in marketing, community, professional, and referring-office events.
- Helping coordinate outreach and relationships with dental offices and other professional partners.
- Supporting social media and other practice-marketing initiatives as needed.
WHO WE ARE LOOKING FOR
We are looking for someone who is:
Exceptionally dependable. You show up on time, prepared, consistent, and ready to take ownership of your responsibilities.
Warm and personable. Patients should feel comfortable talking with you within minutes of meeting you.
Confident. You are comfortable discussing treatment, fees, financial arrangements, expectations, and difficult subjects professionally.
Highly organized. You can manage multiple priorities without losing track of details.
Proactive. You notice what needs to be done and take action rather than repeatedly waiting for instructions.
Accountable. If you take ownership of something, it gets completed.
An excellent communicator. You communicate clearly and professionally with patients, team members, doctors, and outside professionals.
Operationally minded. You naturally notice inefficiencies, incomplete follow-up, organizational problems, and opportunities to improve how an office functions.
Growth-minded. You understand that excellent patient care and excellent business operations should reinforce one another.
Comfortable with technology. We use technology extensively and expect our
Manager/Treatment Coordinator to confidently learn and utilize new systems.
We are not looking for someone who simply wants a title of “Manager.” We are looking for someone who enjoys taking ownership, creating organization, improving systems, following through, and helping a practice perform at its best.
REQUIRED EXPERIENCE
Prior dental or orthodontic office experience is mandatory.
To be considered, you must have previous experience in at least one of the following:
- Orthodontic Treatment Coordinator
- Dental Treatment Coordinator
- Dental/Orthodontic Patient Coordinator
- Dental Office Manager
- Orthodontic Office Manager
- Dental Practice Manager
- A comparable dental-office administrative leadership or coordination position
Orthodontic experience is highly preferred.
Experience with new-patient consultations, treatment presentation, case acceptance, financial presentation, scheduling, dental insurance, practice management software, recall systems, or dental office operations is especially valuable.
Candidates whose management, administrative, or customer service experience is exclusively outside of dentistry will not be considered for this position.
TRAINING & DEVELOPMENT
While dental-office experience is required, we do not expect even an experienced candidate to arrive knowing our specific systems, technology, or treatment philosophy.
The successful candidate will receive structured training in our:
- Practice-management systems
- Treatment philosophy and consultation process
- BRAVA® system
- Dental Monitoring
- Digital scanning and office technologies
- Surgical and multidisciplinary orthodontic workflows
- Growth-and-development recall systems
- Financial presentation and patient follow-up processes
The goal is not simply to teach you how we currently operate. We want someone who, after understanding the practices, can also help us strengthen and improve the way we operate.
COMPENSATION & BENEFITS
Salary Range: $80,000–$88,000 per year, commensurate with experience, plus
performance-based bonus opportunity.
Placement within the salary range will be based on the candidate's dental/orthodontic
experience, Treatment Coordinator background, practice-management experience, and
demonstrated ability to fulfill the combined responsibilities of this position.
We are specifically seeking an experienced dental professional who can bring value to the role from the outset while continuing to develop within our particular systems, technology, and treatment philosophy.
Following successful completion of the introductory period, this position will also be eligible for performance-based bonus compensation tied to treatment starts and overall practice growth, providing additional earning potential beyond the base salary.
Benefits following successful completion of the introductory period include:
- Paid federal holidays
- Paid sick leave based on hours worked
- 401(k), subject to plan eligibility
- Paid vacation based on length of employment
- Performance-based bonus opportunity
For the right individual, this position offers not only competitive compensation but also the opportunity to take meaningful ownership of two established orthodontic practices and expand the scope of the management role as the practices continue to grow.
WHY JOIN US?
This is an opportunity for someone who wants to have a meaningful impact rather than simply fill a position.
You will work directly with Dr. Negaar Sagafi and have substantial involvement in how our two practices operate, how patients experience our practice, and how we continue to grow.
We have built our reputation around clinical excellence, sophisticated treatment, advanced technology, and highly personalized care. We are looking for someone who takes equal pride in creating an exceptional practice environment.
Because this position combines patient relationships, treatment coordination, operations, and practice growth, the right person will have the opportunity to become an increasingly important part of the practices as they continue to develop.
For the right candidate, there is significant room to take ownership, develop professionally, expand management responsibilities over time, and become an integral part of the long-term growth of both practices.
TO APPLY
Please send your resume along with a brief introduction telling us why this particular
position interests you.
In your introduction, please tell us:
- Your current or most recent dental/orthodontic position.
- How many years you have worked in a dental or orthodontic office.
- Your experience with treatment coordination and/or practice management.
- Whether you have personally presented treatment plans and fees to patients.
- Why you are considering a change from your current position.
Please do not send a resume alone. Applications without prior dental administrative office experience will not be considered.
We are looking for someone with the experience to understand a dental practice from day one, combined with the personality, initiative, organizational ability, and drive to help take an already established practice to its next level.
We look forward to hearing from you.
Pay: $80,000.00 - $88,000.00 per year
Benefits:
Work Location: In person
