Treatment Coordinator

About the role

This position is designed for a driven individual who will serve as the primary liaison between our practice and every family we serve. You will own the entire patient journey, guiding initial inquiries through to confident treatment acceptance. Success in this role requires a blend of sales acumen and genuine care for the families you assist. We are committed to providing comprehensive training, meaning that prior dental knowledge is not a barrier to entry for the qualified candidate. You will play a direct role in transforming a simple phone call into the beginning of a life-changing orthodontic experience. The ideal candidate will thrive in a high-energy environment while maintaining a calm and reassuring demeanor. Your daily work will ensure that every interaction is intentional, efficient, and focused on building long-term trust. Ultimately, you will be the friendly, organized face that makes the complex world of orthodontics feel simple and welcoming.

Key facts

What you'll do

• Answer incoming telephone calls with a professional and warm greeting, ensuring every inquiry receives immediate attention.
• Greet all incoming callers, schedule new visits, and meticulously confirm insurance details and appointment availability.
• Collect accurate patient information and verify coverage, ensuring digital files are prepared efficiently for clinical teams.
• Design visual timelines that clearly explain treatment options such as braces or aligners to families during consultations.
• Help families understand costs, treatment sequence, and time commitments in an accessible and jargon-free manner.
• Coordinate arrival times, adjust appointments, and send reminders to maintain an efficient schedule and reduce family stress.
• Guide families through payment plans, explaining amounts due and documenting all financial choices accurately within the practice system.
• Update patient records after each visit, noting necessary changes and alerting coordinators of any required follow-up to ensure smooth progress.
• Prepare treatment rooms, organize patient charts, and handle smaller tasks that keep consultations running efficiently for the clinical team.
• Communicate with partner offices during referrals or patient transfers, ensuring that instructions, files, and expectations move seamlessly with the patient.
• Support the clinical teams by organizing patient charts and handling logistical tasks that allow doctors to focus on providing exceptional care.
• Maintain a high level of organization to manage multiple family schedules, ensuring that the flow of the clinic remains smooth and uninterrupted.
• Act as a reliable point of contact for any questions or concerns, serving as a consistent resource for both patients and clinical staff.
• Demonstrate adaptability by learning practice software quickly and mastering new administrative procedures as they arise.

Requirements

• Must possess three years of relevant work history or equivalent life experience that demonstrates responsibility and reliability in professional settings.
• Must have clear speech over the telephone, allowing for easy understanding and effective communication with patients and families.
• Must exhibit meticulous attention to detail to ensure accuracy in scheduling, billing, and digital record-keeping.
• Must be capable of managing multiple tasks with accuracy, switching between administrative duties and patient interaction seamlessly.
• Must be comfortable using computers for data entry and possess the ability to learn practice management software quickly and efficiently.
• Must be legally eligible to work in this country, with documentation available upon request as required by law.
• Must be willing to undergo background checks or drug screens prior to starting employment to ensure a safe environment for patients.
• Must maintain strict confidentiality regarding patient information and adhere to all office protocols regarding data security.
• Must be able to stand for extended periods and perform physical tasks related to preparing treatment rooms and organizing materials.
• Must communicate professionally at all times, representing Vitana Pediatric with a positive and respectful attitude.

Nice to have

• Experience working with children in educational, recreational, or healthcare settings.
• Previous exposure to healthcare environments or administrative roles within a medical office.
• Familiarity with orthodontic terminology or treatment processes.
• Experience working as part of a structured team where collaboration is essential.

Practical notes

This is a full-time, at-will position requiring 35 to 40 hours of work weekly. Compensation is distributed bi-weekly. While prior dental experience is not required, a reliable start date can be discussed during the hiring process. Employment is contingent upon meeting all legal work requirements and passing necessary screenings, including background checks if required.