Dental Patient Care Coordinator

Join the Beachwood Dental family where every role is vital and every team member is valued. We are seeking a friendly and organized front office team member to help create positive experiences for our patients.

Performs a variety of administrative, general reception, insurance, and data entry duties in a cheerful and efficient manner while promoting a safe environment of minimal stress. Responsibilities include welcoming and dismissing patients, assisting with scheduling, collecting co‑payments, answering telephone calls, maintaining patient records, coordinating patient flow, routing x‑rays, managing re‑care and reactivation, and accurately documenting all patient communications in the chart and Practice Management system.

Must be able to stand, walk, stoop, bend, sit, and move for extended periods; demonstrate good eye–hand coordination, visual acuity, and hearing. Must adapt to a spontaneous, fast‑paced environment with a calm professional demeanor.

• Exceptional patient relations skills
• Maintain a friendly attitude with patients and staff under pressure
• Handle interruptions and manage multiple priorities
• Speak, understand, and write English proficiently
• Knowledge of correct grammar, spelling, and punctuation
• Knowledge of organizational filing procedures and systems
• Proficiency in alphabetizing and filing
• Legible writing and basic arithmetic skills
• Meet deadlines and work unsupervised
• Perform essential duties as listed in the Daily Task inventory

• Computer:
  Microsoft Word, Excel, dental software, Internet, and email
• Business machines: fax, copier, scanner, credit card terminal, multiple phone lines
• Facilitation, problem solving, and presentation skills
• Leadership: professionalism, discretion, integrity, honesty, dedication, and punctuality

• Open front office on time according to procedures and protocol
• Answer telephone calls per the Telephone Skills Protocol – first voice on the phone
• Check voicemails and incoming calls
• Check emails at the start of the day and every 2–3 hours
• Check in patients and greet by name, alerting staff of arrival
• Turn on voicemail system at closing
• Back up computer system
• Close the front office according to procedures and protocol
• Inform Practice Administrator of any non‑functioning equipment
• Inform Practice Administrator of office supply needs while keeping costs low

• Gather, update, and maintain patient contact and insurance information
• Document all new patient referral sources and emails
• Scan all pertinent patient documentation
• Prepare patient information and records (x‑rays) for the next day’s appointments by importing and/or scanning into the patient’s electronic chart
• Assist with all insurance claims, questions, and follow‑up when needed

• Greets and welcomes patients and visitors using office protocol
• Stands to greet new patients with eye‑contact and office protocol for check‑in
• Confirms all unconfirmed appointments 48 hours in advance
• Optimizes utilization of the patient communication system (Opera DDS) for new and existing patients
• Ensures welcome registration and link is sent out to all new patients prior to appointment
• Verifies insurance for the next day and the two days ahead for new patients
• Completes the new patient intake as coached to encourage appointment retention
• Check in all patients using office protocol and announce arrival
• Coordinate patient flow with assistants
• Ensure medical history forms and HIPAA forms are updated by patients
• Maintain a tidy, organized, and stocked reception area
• Prepare and mail or email all thank‑you cards/new patient letters
• Manage recall system and reactivate overdue patients
• Follow up on no‑shows and cancellations on the same day and conduct additional follow‑up
• Update ASAP Lists
• Manage hygiene schedules to help meet goals
• Make calls and send letters to reactivate patients
• Contact new patients not scheduled in hygiene
• Collect payments at front desk as a back‑up
• Ensure next appointment for re‑care and, if needed, appointment with the doctor is reserved
• Post checks as a back‑up
• Follow up with Practice Administrator on any patient concerns…