Treatment Coordinator

Treatment Coordinator

Guardian Dentistry Partners

Vienna Smiles

Primarily responsible for ensuring patients understand and schedule for necessary treatment. Other responsibilities include coordinating communications between doctors and patients, building and maintaining a doctor/hygiene schedule, assisting with patient inquiries (including insurance questions), organizing and presenting patient treatment plans with financial obligations, obtaining patient agreement, and performing general front office duties.

• Conduct patient consultation
• Calculate fees for treatment based on various fee schedules
• Assist patients with financing options, insurance questions, and treatment concerns
• Maintain and use tickler file and delayed treatment file
• Notify patients when pre-estimates come back and schedule appointments after making proper financial arrangements
• Prepare in advance treatment consent forms, including surgical, endodontic, and general consents
• Record chart entries from phone or in-person conversations when appropriate
• Manage doctor charts for treatment plans, treatment conferences, letters and phone calls
• Prepare financial treatment plans and present plan options to patient at end of their appointment
• Assist with consultation appointment as directed by doctor—for example, treatment coordinator should be in the room with the doctor and patient for all or part of the consultation appointment
• Make all financial arrangements with the patient after doctor has left the consultation room

• Set up appointment for patient with specialist/general dentist as indicated; coordinate with specialist’s office and send explanatory letter, x-rays, study models, etc.
• Ensure the office knows exactly where the patient is ("in the system") at all times.
• Schedule patient for treatment after specialist/general dentist has completed treatment.
• Take phone calls from patients or specialists/general dentists who have questions about treatment.
• Meet with doctor briefly on a daily basis to review schedule and significant information.

• Update insurance information on all patients at all times.
• Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by doctor.
• Assist insurance coordinator with posting correct treatment codes for billing insurance.
• Verify patients’ benefit eligibility and dental treatment history as needed.

• Monitor and make sure all dental office equipment is working properly.

• Be an active participant in staff meetings.
• Perform other tasks as assigned by office manager.

• High school diploma.
• Legible handwriting for communications.
• Knowledge of dental software a plus.
• Office experience desired.

• Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community.
• Effective verbal skills to communicate with patients and staff.
• Team player.
• Able to adapt to office policy improvements; office is constantly striving for improved customer care/service.
• Conflict resolution experience.
• Customer service or patient relations experience.
• Quick response/accurate data entry.
• Communicate all concerns to office manager.

• Guaranteed hourly rate $25.00–$30.00 per hour based on experience.
• Paid vacation & paid holidays.
• 401k program with matching contributions.
• Benefits (offered at 30 hours or more): competitive health, dental, and vision plan.
• Life insurance and disability insurance.

Non‑exempt

We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, genetic information, protected veteran status, disability status or other legally protected status. We will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship.

Completion of this form is voluntary and will only be used to report on candidate demographics. Nothing contained in this form will be accessible or used in hiring or other employment decisions. Information provided will be recorded and maintained in a confidential file for reporting purposes only.

Entry level

Full‑time

Health Care Provider