full-time 21 days ago
Ortho Patient & Treatment Coordinator
Kids Care Dental
5253 Prospect Road, San Jose, CA 95129
26 - 28/hr
About the Practice
N/A Team Members
Dentrix Software
Office Tour & Photos
Job Description
At Kids Care Dental & Orthodontics, we don't just care for smiles, we create them. Our mission is to give every child a healthy smile by delivering exceptional dental and orthodontic care in a fun, welcoming environment. We believe that when children enjoy going to the dentist, healthy habits and confident smiles follow. We're looking for an energetic, compassionate, and service-driven team member who loves working with children and families while helping patients begin their orthodontic journey with confidence.
Position Summary
The Orthodontic Patient & Treatment Coordinator serves as the primary advocate for patients and families throughout their orthodontic experience. This hybrid role combines front office excellence, treatment coordination, scheduling, and financial case presentation to ensure every patient receives outstanding service from their first visit through treatment acceptance. The ideal candidate is personable, organized, proactive, and comfortable discussing treatment recommendations and financial arrangements while creating a positive, memorable experience for every family.
Patient Coordinator & Front Office Operations
Welcome patients and families with warmth, professionalism, and enthusiasm
Manage patient check-in and check-out processes
Answer incoming calls and assist patients with scheduling, questions, and follow-up needs
Assist patients with forms, paperwork, and account updates
Coordinate patient flow between the front and clinical teams
Maintain a clean, organized, and welcoming reception area
Perform daily opening and closing procedures
Orthodontic Treatment Coordination
Present orthodontic treatment recommendations and financial options with confidence and clarity
Educate patients and families on treatment plans and next steps
Assist patients in understanding insurance benefits, payment options, and financial arrangements
Support treatment acceptance and patient onboarding
Serve as a trusted resource throughout the patient's treatment journey
Scheduling & Financial Administration
Schedule and confirm appointments according to office protocols
Maintain productive provider schedules and optimize appointment flow
Collect co-pays, payments, and deposits
Accurately enter patient information, charges, and payments in Dentrix
Assist with billing inquiries and account resolution
Prepare correspondence, reports, and documentation as needed
Team & Compliance Responsibilities
Participate in team meetings and office initiatives
Support marketing and patient retention efforts
Maintain compliance with HIPAA, OSHA, ADA, Dental Board regulations, and company policies
Protect patient confidentiality and sensitive information
Perform additional duties as assigned
Living Our KCDO Values
Knowledge: We communicate transparently, sharing knowledge with clarity and integrity to build trust.
Creativity: We embrace change, challenge the status quo, and create new solutions that move us forward with curiosity, imagination, and a sense of fun.
Dependability: We succeed together by supporting, respecting, and elevating one another. Our dependability strengthens every partnership.
Ownership: We are accountable for our actions and commitments, holding ourselves and each other to the highest standards.
Qualifications
Preferred Experience
Dental, orthodontic, or healthcare front office experience preferred
Treatment coordination, case presentation, or sales experience preferred
Experience with Dentrix or similar practice management software is a plus
Skills & Attributes
Passion for working with children and families
Exceptional customer service and relationship-building skills
Strong communication and presentation abilities
Positive, energetic, and team-oriented attitude
Excellent organizational and multitasking skills
Detail-oriented with strong follow-through
Self-motivated, dependable, and proactive
Professional appearance and demeanor
Comfortable discussing financial arrangements and helping patients make informed decisions
Demonstrates the KCDO values of Knowledge, Creativity, Dependability, and Ownership
Communicates with transparency, professionalism, and integrity
Takes initiative and follows through on commitments
Thrives in a collaborative, team-oriented environment
Embraces change and contributes ideas that improve patient and team experiences
Position Summary
The Orthodontic Patient & Treatment Coordinator serves as the primary advocate for patients and families throughout their orthodontic experience. This hybrid role combines front office excellence, treatment coordination, scheduling, and financial case presentation to ensure every patient receives outstanding service from their first visit through treatment acceptance. The ideal candidate is personable, organized, proactive, and comfortable discussing treatment recommendations and financial arrangements while creating a positive, memorable experience for every family.
Patient Coordinator & Front Office Operations
Welcome patients and families with warmth, professionalism, and enthusiasm
Manage patient check-in and check-out processes
Answer incoming calls and assist patients with scheduling, questions, and follow-up needs
Assist patients with forms, paperwork, and account updates
Coordinate patient flow between the front and clinical teams
Maintain a clean, organized, and welcoming reception area
Perform daily opening and closing procedures
Orthodontic Treatment Coordination
Present orthodontic treatment recommendations and financial options with confidence and clarity
Educate patients and families on treatment plans and next steps
Assist patients in understanding insurance benefits, payment options, and financial arrangements
Support treatment acceptance and patient onboarding
Serve as a trusted resource throughout the patient's treatment journey
Scheduling & Financial Administration
Schedule and confirm appointments according to office protocols
Maintain productive provider schedules and optimize appointment flow
Collect co-pays, payments, and deposits
Accurately enter patient information, charges, and payments in Dentrix
Assist with billing inquiries and account resolution
Prepare correspondence, reports, and documentation as needed
Team & Compliance Responsibilities
Participate in team meetings and office initiatives
Support marketing and patient retention efforts
Maintain compliance with HIPAA, OSHA, ADA, Dental Board regulations, and company policies
Protect patient confidentiality and sensitive information
Perform additional duties as assigned
Living Our KCDO Values
Knowledge: We communicate transparently, sharing knowledge with clarity and integrity to build trust.
Creativity: We embrace change, challenge the status quo, and create new solutions that move us forward with curiosity, imagination, and a sense of fun.
Dependability: We succeed together by supporting, respecting, and elevating one another. Our dependability strengthens every partnership.
Ownership: We are accountable for our actions and commitments, holding ourselves and each other to the highest standards.
Qualifications
Preferred Experience
Dental, orthodontic, or healthcare front office experience preferred
Treatment coordination, case presentation, or sales experience preferred
Experience with Dentrix or similar practice management software is a plus
Skills & Attributes
Passion for working with children and families
Exceptional customer service and relationship-building skills
Strong communication and presentation abilities
Positive, energetic, and team-oriented attitude
Excellent organizational and multitasking skills
Detail-oriented with strong follow-through
Self-motivated, dependable, and proactive
Professional appearance and demeanor
Comfortable discussing financial arrangements and helping patients make informed decisions
Demonstrates the KCDO values of Knowledge, Creativity, Dependability, and Ownership
Communicates with transparency, professionalism, and integrity
Takes initiative and follows through on commitments
Thrives in a collaborative, team-oriented environment
Embraces change and contributes ideas that improve patient and team experiences
About Kids Care Dental
Kids Care Dental & Orthodontics focuses on providing gentle, expert care to children from their first tooth through their teen years, delivering smiles at every visit. With nearly two dozen offices across Northern California, they offer flexible hours, comprehensive services, and a warm welcome at every location.