Patient Coordinator

Job Title: Patient Coordinator
Department: Operations
Reports To: Practice Manager
FLSA Status: Non-Exempt

Tuesday through Friday: 8:00 am - 5:00 pm

As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem‑solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check‑in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit.

This isa great rolefor someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience for patients.

• Greet and welcome patients warmly to create a positive first impression.
• Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
• Provide information on treatments, policies, and financing options clearly and empathetically.
• Listen with care to create apositive, and professional impression, and a personalized experience.

• Schedule and confirm appointments in the practice management system.
• Coordinate schedules with clinical teams tooptimizepatient flow.
• Send reminders and confirmations to minimize no-shows.

• Verify and update patient demographics, medical histories, and consent forms.
• Schedule follow-up appointments and collect payments or co-pays.

• Verify insurance coverage and benefits prior to appointments.
• Collect and post payments,assist with billing inquiries, and support claim processing.
• Discuss treatment costs and financial arrangements when needed.

• Maintainaccuratepatient records in compliance with HIPAA.
• Enter appointment data, treatment notes, and updates into
  
  CareStack(or other PMS).
• Monitor and restock front office supplies to ensure a professional reception space.
• Assist with filing, correspondence, and other administrative tasks.

• Relay important patient updates to clinical staff for seamless coordination.
• Prepare necessary documents and files for patient visits.
• Maintain a clean, safe, and welcoming reception area.
• Support the Practice Manager or Associate Practice Manager with operational duties as needed.
• Willingness to travel between locations as needed.

All other duties as assigned.

• 1+yearof experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred.
• Strong interpersonal and communication skills.
• Organized, detail-oriented, and proactive.
• Experience with dental insurance verification and patient scheduling preferred.
• Familiarity with
  
  CareStackor other dental practice softwarea plus.
• Commitment to outstanding patient service and team culture.
• Competitive hourly rate.
• Health, dental, vision, and retirement benefits.
• Paid time off and holidays.
• Training and development opportunities with a growing organization.