Patient Service Coordinator

Job Summary
The Patient Service Coordinator is the front-line ambassador of our dental practice. This role is responsible for orchestrating an exceptional, seamless end-to-end patient experience—from the initial phone call to checking out and coordinating future care. The ideal candidate combines polished customer service with precise multi-provider scheduling, clear treatment presentation, and basic dental insurance navigating. Ultimately, you are the critical bridge between our clinical team and our patients, ensuring the daily schedule runs smoothly and efficiently.

Key Responsibilities1. Patient Experience & Front Office Reception
First Impressions: Warmly greet patients upon arrival, manage the check-in/check-out process, and maintain a clean, welcoming reception environment.

Communication Hub: Manage multi-line telephones cheerfully and professionally, addressing patient inquiries, handling triage for dental emergencies, and routing calls appropriately.

Digital Records: Register new patients, collect and verify intake forms (including health history updates, HIPAA compliance, and consent forms), and accurately scan them into the patient’s digital chart.

2. Schedule Engineering & Flow Optimization
Schedule Optimization: Actively manage and build the daily schedule for multiple providers (dentists and hygienists) to maximize clinical time, prevent overlaps, and meet daily production goals.

Short-Notice Gaps: Proactively utilize the short-notice cancellation list, text/email marketing tools, and continuing care (recall) protocols to keep the chairs full.

Patient Flow: Monitor real-time wait times and communicate closely with the back-office clinical team to ensure smooth transitions and on-time appointments.

3. Treatment Planning & Financial Coordination
Case Presentation: Clearly present and explain diagnosis-based treatment plans created by the dentist, answering patient questions regarding procedure sequences and timeline necessities.

Insurance Breakdown: Complete insurance breakdowns, verify active benefits, submit pre-authorizations, and provide patients with reliable estimated out-of-pocket costs.

Financial Arrangements: Secure signed financial agreements, collect copays and past balances at checkout, and present internal or third-party financing options (e.g., CareCredit).

Requirements & Qualifications
Education: High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).

Experience: Minimum of 1–2 years of front office experience in a dental practice is highly preferred. Comprehensive knowledge of dental terminology, codes (CDT), and procedures is required if matching treatment plans.

Software Proficiency: Hands-on experience with major dental practice management software (e.g., Dentrix, Eaglesoft, or Open Dental) and automated patient communication tools (e.g., Lighthouse, Weave, RevenueWell).

Skills: Exceptional interpersonal, verbal, and written communication skills. Proven ability to multitask in a fast-paced environment while remaining calm and empathetic under pressure.

Pay: $22.00 - $27.00 per hour
Benefits:
Dental insurance
Paid time off
Experience:
Dental receptionist: 1 year (Required)
Dental Insurance: 1 year (Required)
Dentrix: 1 year (Preferred)
Work Location: In person