Financial Coordinator

The Financial Coordinator plays an important role in creating a positive experience for our orthodontic patients and their families while ensuring the practice’s financial processes are accurate and up to date. This position is responsible for managing patient accounts receivable, treatment contracts, payment plans, and financial transactions. The Financial Coordinator also provides front-office support by welcoming patients and families, answering questions, scheduling appointments, and assisting with the day-to-day administrative needs of the practice.

The ideal candidate is friendly, professional, organized, detail-oriented, and comfortable discussing financial matters with patients and parents/guardians. The ability to provide excellent customer service while maintaining accuracy and confidentiality is essential.

• Maintain accurate and up-to-date patient accounts receivable.
• Follow up on past-due patient accounts in a professional and respectful manner.
• Establish and update patient payment arrangements as needed.
• Set up, maintain, and monitor patient payment plans to ensure accuracy.
• Facilitate orthodontic treatment contracts, including collecting all required documentation and ensuring contracts are completed, signed, and clearly explained to patients and parents/guardians.
• Collect, process, and accurately record patient payments.
• Reconcile ACH and credit card transactions.
• Prepare and review daily, weekly, monthly, and end-of-day financial reports.
• Identify account discrepancies and work to resolve them in a timely manner.
• Communicate financial information clearly and professionally with patients and parents/guardians.

• Provide a warm, welcoming experience for patients and families from the time they enter the practice.
• Answer the multi-line phone system promptly, professionally, and courteously.
• Respond to patient and parent/guardian questions and direct clinical questions to the appropriate team member.
• Receive new patient calls, provide general practice information, and schedule appointments.
• Schedule and reschedule patient appointments as needed.
• Work closely with the clinical and front-office teams to support an efficient patient flow and positive patient experience.
• Communicate professionally and effectively with patients, parents/guardians, referring dentists, doctors, and team members.
• Cross-train with other front-desk positions and provide coverage as needed.
• Assist with other administrative and office duties as assigned.

• Comply with all HIPAA policies and procedures.
• Protect the privacy and confidentiality of patient health, treatment, and financial information.
• Maintain professionalism and discretion when discussing patient accounts and financial matters.

• * * Prior expereince reconciling accounts receivable.
• Strong customer-service and interpersonal skills with a warm, friendly, and professional demeanor.
• Comfortable discussing financial matters, payment arrangements, and patient accounts with parents/guardians.
• Strong attention to detail and accuracy, particularly when handling financial information and patient records.
• Excellent verbal and written communication skills.
• Ability to communicate professionally with patients, parents/guardians, referring dentists, doctors, and team members.
• Fast and accurate data-entry skills.
• Strong organizational and time-management skills.
• Ability to work effectively in a fast-paced orthodontic practice.
• Ability to think logically, prioritize responsibilities, anticipate the needs of the practice, and follow through on tasks.
• Self-motivated and willing to take initiative in learning new responsibilities.
• Ability to work independently while also being a positive and supportive team member.
• Working knowledge of Microsoft Word and Excel; experience with Mac computers is a plus.
• Ability to maintain confidentiality and exercise discretion when handling sensitive patient and financial information.

Associate’s or bachelor’s degree preferred. Experience with accounts receivable, billing, payment plans, or financial coordination is required. Experience with dental or orthodontic practice-management software is a plus.

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 25 pounds occasionally.