- Greet and check-in patients, ensuring a positive and welcoming experience
- Schedule and confirm patient appointments, coordinating with other departments as needed
- Answer phone calls and respond to inquiries in a professional and courteous manner
- Maintain accurate patient records, including medical history and insurance information
- Assist with medical administrative support tasks, such as filing, faxing, and scanning documents
- Collaborate with healthcare providers to ensure efficient patient flow and timely delivery of care
- Follow HIPAA guidelines to protect patient privacy and confidentiality

The Treatment Coordinator’s main job responsibility is to clearly explain treatment options and related costs. The Treatment Coordinator is a liaison between the doctor and the patient and assists in the gathering of information in the new patient experience, as well as coordinating a treatment plan with the doctor and presenting it to the patient. They are knowledgeable about the treatment and timelines, and they are prepared to negotiate financial arrangements with the clients. The Treatment Coordinator provides a calm and warm environment for patients who are otherwise anxious and concerned about how to afford dentistry. They also coordinate, as needed, with other offices who share in the care of patients, making sure referrals and correspondence are received and followed up on. The Treatment Coordinator may also be responsible for some internal accounting duties that support the practice’s goals for profitability. They must be able to communicate well. In fact, the Treatment Coordinator must be the best communicator in the practice. The number one responsibility of all employees is patient care and meeting patient needs. This guide outlines responsibilities that must be accomplished daily, weekly, and monthly. Additional responsibilities may be required, as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

• In-depth knowledge of dentistry and ability to describe procedures in simple language • Superb communication skills • Familiarity with computer systems • Customer service skills • Self-directed • Excellent telephone skills • Influencing/negotiation skills • Organizational skills • Familiarity with ADA codes • Creative problem-solving skills • Keen understanding of scheduling and financial systems • Ability to function within a team environment as a supportive and positive contributor • Ability to work independently

KEY GOALS/BENCHMARKS OF ROLE

• Daily, monthly, and yearly production and collection goals achieved • Meets monthly and quarterly case acceptance and completion ratios for significant treatment • Maintains appropriate A/R ratio and A/R breakdown according to the Annual Plan goals for the practice • Positive patient reviews of the patient experience • No-show and cancellation percentage less than 5%

RESPONSIBILITIES

Job Specific • Be present during comprehensive exams to understand patient treatment needs. • When necessary, be present during re-care exams to understand patient treatment needs. • Ensure patients understand their treatment plan. • Handle objections to proposed treatment. • Present case fees and financial options to patients to facilitate the decision to say “yes.” • Present or co-present the treatment plan and consent. • Educate patients, as necessary, regarding their dental benefits. • Determine dental benefit eligibility, limitations, and payment estimates necessary to facilitate financial arrangements. • Ensure patients are up-to-date on their financial obligations.

Dentrix
- Strong organizational skills with the ability to prioritize tasks and manage time effectively
- Excellent communication skills, both verbal and written
- Attention to detail and accuracy in maintaining patient records
- Ability to work well in a team environment and collaborate with healthcare professionals

Please note that this job description is not exhaustive and additional duties may be assigned as needed.