Treatment Coordinator Dental Front Office

About the Role
The Dental Treatment Coordinator guides patients from diagnosis through treatment acceptance, scheduling, insurance, and patient payment. This role explains recommended care in clear, compassionate language; reviews financial options and insurance estimates; coordinates appointments; maintains timely follow-up on scheduled appointments, insurance reimbursement, and patient payment. The ideal candidate combines excellent patient service, strong organizational skills, and confidence discussing dental treatment, fees, and collection requirements while supporting the clinical and administrative teams.

Team Collaboration:
-Support clinical staff and management
-Mandatory participation in office meetings/training
-Promote a positive work environment with enthusiasm and positivity
-Clear and efficient communication with staff members
-Dependable job attendance and can be relied on to follow through with assigned tasks.

Performance Expectations:
Success in this role is demonstrated through accurate treatment-plan presentation, timely follow-up, effective scheduling, complete documentation, a consistently professional patient experience, and progress toward practice goals. This role involves retrieving complete insurance breakdowns to ensure proper dental treatment estimates along with collection of outstanding insurance payments. Performance measures include treatment acceptance, scheduled production, follow-up completion, schedule utilization, collection arrangements, accounts receivable, and patient feedback.

Working Conditions:
This position is performed in a dental office and requires regular use of computers, telephones, and practice management systems. The employee must be able to utilize the following software efficiently including: Open Dental, Dental Intelligence, Annie (Al communication) and Microsoft software (Word, Outlook, Excel, etc) to communicate with patients and team members throughout the day and perform routine office activities, with or without reasonable accommodation.

What You'll Do
• Welcome patients and build trust through attentive, professional, and empathetic communication.
• Meet with patients after the clinical examination to review recommended treatment, priorities, timing, and next clinical, administrative, and financial steps.
• Translate clinical recommendations into clear, patient-friendly language without diagnosing or altering the provider's treatment plan.
• Prepare and present written treatment plans, including estimated insurance benefits, patient portions, payment options, and office financial policies.
• Answer questions about procedures, scheduling, financing, insurance estimates, and preauthorization requirements within the scope of the role.
• Support informed treatment decisions without using high-pressure sales tactics.
• Schedule treatment efficiently, coordinate multi-visit or specialist care, and help maintain productive provider schedules.
• Follow up promptly on unscheduled treatment, pending insurance information, preauthorizations, and patient questions.
• Prescriptions called in to patient's preferred pharmacy when needed.
• Complete insurance and remaining maximum verification for all restorative patients two days prior to scheduled appointment
• Manage correspondence from specialist and ensure all proper documentation is on file prior to any scheduled restorative appointment.
• Appointment confirmation of all restorative patients two days prior
• Insurance verification/breakdown input of all scheduled new patients day of scheduling
• Create Insurance plans in Open Dental Software to include full breakdown of benefits to reflect accurate estimates/patient copays
• Claim submission through Vyne utilizing claims narrative template located in the P Drive along with necessary xrays, clinical notes, perio charting, etc.
• Outstanding Insurance claims reviewed weekly and appeals submitted when necessary.
• Treatment Finder report located in the P Drive reviewed weekly, making follow up calls on all outstanding treatment and properly documenting conversation in patient's comlog/treatment finder report.
• Document treatment discussions, financial arrangements, consent status, and follow-up activity accurately in the practice management system.
• Partner with dentists, hygienists, assistants, and front-office team members to ensure a smooth handoff and consistent patient experience.
• Protect patient privacy and handle health and financial information in accordance with HIPAA, office policies, and applicable requirements.
• Participate in team meetings, training, and process-improvement efforts.

What You'll Bring
Required: • High school diploma or equivalent required; additional education in dental assisting, healthcare administration, business, or a related field preferred.
• Minimum 3 years dental office experience, particularly in treatment coordination, patient scheduling, insurance, and financial presentation.
• Working knowledge of common dental terminology, treatment sequencing, benefit estimates, and practice management software preferred.
• Strong verbal, written, and interpersonal communication skills.
• Ability to discuss fees and payment options respectfully, accurately, and confidently.
• Excellent organization, follow-through, attention to detail, and time-management skills.
• Ability to manage multiple priorities while maintaining discretion, professionalism, and a patient-centered approach.
• Ability to learn new software and technology as it is incorporated into the office work flow.
Preferred: