Patient Care Coordinator - Dental

Patient Care Coordinator

We're looking for a Patient Care Coordinator to join a growing dental practice in Pelham, NY. This position is ideal for someone who loves working with patients, understands the importance of a great patient experience, and is ready to take on increasing responsibility. This is not intended to remain a traditional PCC role. The right person will begin by learning the practice, its patients, team, systems, and daily operations, with the expectation of growing into a full Office Manager role relatively quickly.

As the role develops, you will take on greater responsibility for team coordination, practice operations, scheduling, patient satisfaction, and the overall success of the office.

PHASE ONE:
Patient Care Coordination

As the Patient Care Coordinator, you will play an important role in creating a positive patient experience and keeping the daily flow of the practice running smoothly.

• Welcome patients and create a warm, professional check-in experience.
• Serve as a primary point of contact for patients throughout their experience with the practice.
• Manage incoming calls, voicemails, welcome communications, follow-ups, and treatment reminders.
• Answer patient questions and ensure patients feel informed, cared for, and supported.
• Follow up with patients who have not scheduled or who need additional communication.

• Coordinate patient appointments and monitor provider schedules.
• Confirm appointments and patient information.
• Help optimize the schedule and minimize gaps.
• Coordinate appointments with providers, hygienists, assistants, and other members of the clinical team.
• Schedule follow-up appointments and support an efficient check-out process.

• Accurately collect and record patient payments and provide receipts.
• Assist with insurance verification and billing-related responsibilities.
• Assist with claim submission and follow-up.
• Maintain accurate and confidential patient records and information.
• Utilize Dentrix for scheduling, patient records, billing, and other practice functions.

PHASE TWO:
Growing Into Management

As you become established in the practice and demonstrate the ability to take ownership, your responsibilities will expand toward Office Manager-level leadership. You will increasingly take responsibility for:

• Oversee the day-to-day administrative and front-office operations of the practice.
• Ensure the office remains organized, efficient, and patient-focused.
• Identify opportunities to improve workflow, scheduling, communication, and overall practice efficiency.
• Help facilitate and maintain managerial procedures and processes.

• Lead, guide, and support the dental team toward practice goals.
• Coordinate effectively with both clinical and non-clinical staff.
• Help establish accountability and consistency across the team.
• Support a positive, collaborative, and organized office culture.
• Serve as a resource and point of contact for team members as responsibilities increase.

• Become a strong advocate for the patient experience.
• Address patient concerns professionally and proactively.
• Help resolve issues and conflicts while maintaining a customer-centric approach.
• Look for ways to improve patient satisfaction, communication, and retention.

• Take ownership of scheduling efficiency and productivity.
• Oversee insurance coordination and billing processes.
• Monitor opportunities to improve collections, reimbursements, and overall practice performance.
• Use practice systems and reporting to identify issues and opportunities for improvement.

Ultimately, the goal is for this individual to become a key leader within the Pelham practice—someone who understands both the patient experience and the business of running a successful dental office. The Office Manager will work closely with the practice leadership to ensure the clinical and administrative sides of the practice operate cohesively and effectively.

WHAT WE'RE LOOKING FOR:

• Organized and highly detail-oriented.
• Patient-focused and genuinely enjoys working with people.
• An effective communicator who can remain calm under pressure.
• Comfortable multitasking in a busy dental environment.
• Proactive and confident taking ownership of responsibilities.
• A problem solver who looks for solutions rather than simply identifying problems.
• Comfortable working with both clinical and non-clinical team members.
• Interested in developing their leadership and management skills.
• Excited by the opportunity to grow into a leadership position rather than remain in a strictly front-desk role.
• Dental industry experience is strongly preferred, and Dentrix experience is a plus.

For the right person, this is a PCC role with a clear path to Office Manager, not simply another front-desk position.