Patient Coordinator

Job Details

Job Location:

Ludlow, MA 01056

Position Type:
Full-Time/Part-Time

Salary Range: $22.00 - $25.00 Hourly

Job Category:
Health Care

At Simply Orthodontics, the Orthodontic Patient Coordinator is more than a front desk role — you are the first impression and a key part of creating a welcoming, positive experience for every patient and family. From check-in to scheduling future visits, you help keep the office running smoothly while ensuring patients feel comfortable and supported throughout their orthodontic journey. If you thrive in a fast‑paced, patient‑focused environment and know how to keep a busy schedule organized, we’d love to meet you.

Schedule:

Part-time and full-time opportunities available; must be able to work out of both our Ludlow and West Brookfield offices

• Create a welcoming, high-energy environment by greeting patients and families and setting the tone for an exceptional visit
• Keep the day running smoothly by managing a busy orthodontic schedule, minimizing wait times, and proactively resolving scheduling challenges as they arise
• Coordinate appointments for new patient exams, adjustment visits, retainer checks, and follow‑up care with accuracy and attention to detail
• Serve as the connection point between patients, families, and the clinical team, ensuring smooth communication and seamless handoffs throughout the day
• Support patients through their visit — from check-in to check-out — including scheduling future appointments, collecting payments, and answering general questions
• Stay ahead of the schedule by confirming appointments, verifying insurance, managing recalls, and following up with missed or overdue appointments
• Maintain accurate patient records and ensure all documentation and processes align with HIPAA standards
• Contribute to a clean, organized, and professional front office environment
• Collaborate closely with the orthodontic team to support day-to-day office operations and create a positive patient experience

This is an opportunity to join a well‑run, team‑oriented orthodontic practice where your role is essential to both the patient experience and the success of the office.

• Health insurance starting on your first day of employment
• Vision insurance
• Paid vacation time
• Paid holidays
• Paid sick time
• Dental and orthodontic benefits
• 401(k) retirement plan with employer contribution
• Consistent, set schedule (no weekends!)

Please note:

Part-time employees are not eligible for benefits

• Previous experience in an orthodontic or dental office setting is preferred
• Hands‑on experience verifying insurance and a strong understanding of orthodontic benefits, coverage, and patient responsibility is highly desired
• Proven ability to manage a busy schedule and multitask in a fast‑paced environment
• Strong communication skills with the ability to provide an exceptional patient and family experience
• High attention to detail and accuracy in handling patient information, scheduling, and payments
• Professional presence with a positive, team‑oriented mindset that delivers exceptional customer service
• Comfort using orthodontic/dental practice management software and standard office tools

#simplyortho