Orthodontic Treatment Coordinator / Receptionist

Orthodontic Treatment Coordinator / Receptionist
Full-Time | New & Growing Orthodontic Practice
We are hiring a Treatment Coordinator who wants to own the new patient experience from the very first phone call through the day a patient says yes and starts treatment.

This is the most important relationship in our practice. The Treatment Coordinator is the person a parent trusts when they are weighing braces or Invisalign for their child, comparing offices, and quietly wondering whether they can afford it. You will guide that conversation with warmth, clarity, and confidence, and you will be measured on how many of those families feel cared for enough to begin.

We are a brand new practice, which means you will help build these systems rather than inherit them. If you are competitive, coachable, and genuinely enjoy helping people make a decision that changes how they feel about themselves, this role has real room to grow.

The Treatment Coordinator Role:
Own the New Patient Journey
Set the tone on the first phone call, converting inquiries into scheduled exams and building excitement before the family ever walks in
Complete pre-appointment preparation so you know each family's story, concerns, referral source, and insurance situation before they arrive
Conduct a warm welcome and new patient tour that makes the practice feel like the obvious choice
Lead the discovery conversation, asking thoughtful questions and listening for what the patient and parent actually want, not just what they came in for
Partner with the doctor during the exam, translating clinical findings into language families understand
Present Treatment and Earn the Yes
Present treatment recommendations and fees with confidence, connecting every recommendation back to what the patient told you matters to them
Present financial options clearly and without apology, including down payment, monthly payment, and insurance benefits
Facilitate same day starts whenever possible, coordinating with the clinical team so families can begin the day they decide
Prepare, review, and execute treatment contracts and financial agreements accurately
Follow Up
Maintain a structured pending patient system with contact at defined intervals
Keep detailed, accurate notes on every conversation so nothing is lost between visits
Re-engage observation and recall patients when they become ready for treatment
Track conversion, pending, and start numbers, and review them regularly to improve
Protect the Relationship Through Treatment
Serve as the family's point of contact for financial questions, insurance changes, and account concerns
Manage accounts receivable follow up with the same warmth you used at the consult
Ask for reviews and referrals at the right moments and support practice growth efforts
Represent the practice at community events, school screenings, and referring office visits
Front Desk and Administrative Responsibilities:
This is a small team, and everyone wears more than one hat. In addition to treatment coordination, you will:
Answer phones, respond to patient inquiries, and manage voicemail, text, and email communication promptly
Greet patients and keep the front office welcoming, tidy, organized, and well stocked
Schedule and confirm appointments and manage the doctor's schedule efficiently
Verify insurance benefits, document coverage accurately, and explain orthodontic benefits to families in plain language
Submit claims, track outstanding claims, post insurance payments, and resolve denials and delays
Collect payments, post to accounts, and keep patient ledgers accurate
Maintain accurate patient records and filing systems in compliance with HIPAA
Handle incoming mail and packages and support general clerical tasks using Google and Microsoft Suite
Assist with sterilization of instruments and general office support as needed
What We're Looking For:
A warm, engaging personality and genuine enthusiasm for people
Prior sales experience is a strong plus. Retail, hospitality, real estate, membership sales, medical device, or any role where you were responsible for a number translates well here
Comfort discussing money and financial options
Excellent listening skills and the emotional intelligence to read a room
Strong written and verbal communication, including polished phone presence
High attention to detail, particularly with contracts, insurance, and financial documentation
Strong organizational and time management skills with the ability to prioritize and multi-task
Accurate typing and solid computer literacy, including Google and Microsoft Suite
Coachable and competitive. You want feedback, you want to be trained, and you want to get better
Orthodontic, dental, or medical office experience is helpful but not required. We will train the right person
Position Details:
Full-time, 5 days per week, including some Saturdays
Competitive pay with potential for growth
Benefits include Paid Time Off, Sick Leave, and Paid Holidays
Training and continuing education provided, including treatment coordinator specific coaching
Real opportunity to grow with the practice as we expand
If you are excited by the idea of being the person who helps families say yes to a healthier, more confident smile, and you want to build something from the ground up, we would love to hear from you.

To apply, please submit your resume and a brief cover letter telling us why you would be a great fit.

Job Type: Full-time
Pay: From $20.00 per hour
Benefits:
Employee discount
Paid time off
Experience:
Sales: 1 year (Preferred)
Work Location: In person