Patient Coordinator

Job Title: Patient Coordinator

Department: Operations
Reports To: Practice Manager
FLSA Status: Non-Exempt

Position Summary

As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem-solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check-in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit.

This is a great role for someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience for patients.

Key Responsibilities

Patient Experience & Communication

• Greet and welcome patients warmly to create a positive first impression.
• Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
• Provide information on treatments, policies, and financing options clearly and empathetically.
• Listen with care to create a positive, and professional impression, and a personalized experience.

Appointment Management

• Schedule and confirm appointments in the practice management system.
• Coordinate schedules with clinical teams to optimize patient flow.
• Send reminders and confirmations to minimize no-shows.

Check-In / Check-Out

• Verify and update patient demographics, medical histories, and consent forms.
• Schedule follow-up appointments and collect payments or co-pays.

Insurance & Financial Coordination

• Verify insurance coverage and benefits prior to appointments.
• Collect and post payments, assist with billing inquiries, and support claim processing.
• Discuss treatment costs and financial arrangements when needed.

Administrative & Operational Support

• Maintain accurate patient records in compliance with HIPAA.
• Enter appointment data, treatment notes, and updates into CareStack (or other PMS).
• Monitor and restock front office supplies to ensure a professional reception space.
• Assist with filing, correspondence, and other administrative tasks.

Team & Office Support

• Relay important patient updates to clinical staff for seamless coordination.
• Prepare necessary documents and files for patient visits.
• Maintain a clean, safe, and welcoming reception area.
• Support the Practice Manager or Associate Practice Manager with operational duties as needed.
• Willingness to travel between locations as needed.

All other duties as assigned.

Qualifications

• 1+ year of experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred.
• Strong interpersonal and communication skills.
• Organized, detail-oriented, and proactive.
• Experience with dental insurance verification and patient scheduling preferred.
• Familiarity with CareStack or other dental practice software a plus.
• Commitment to outstanding patient service and team culture.

Compensation & Benefits

• Competitive hourly rate.
• Health, dental, vision, and retirement benefits.
• Paid time off and holidays.
• Training and development opportunities with a growing organization.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending