Treatment Plan/Surgery Coordinator

Surgery Coordinator Job Description

Company Overview: Bergen Oral & Maxillofacial Surgery is a prominent surgical practice with four offices located throughout Bergen County, New Jersey. Our practice is committed to delivering high-quality surgical care to our patients and improving their overall health and well-being. We are looking for professional, compassionate, team players to help us grow our practice and provide the best first impression to meet the needs of our oral surgery patients. If you are looking for a fun, fast, and exciting place to work that will challenge you to grow & reward talent and effort - we want to talk to you.

The Treatment Plan/Surgery Coordinator is responsible for managing all patient treatment plan follow-up after insurance pre-treatment estimates (PTEs) and financial information have been obtained. This role serves as the primary point of contact for patients from treatment plan approval through surgery scheduling, ensuring timely follow-up, exceptional patient service, and maximum case acceptance.

The Treatment Plan/Surgery Coordinator works closely with providers, insurance coordinators, front desk teams, and surgical schedulers to eliminate delays and improve conversion of consultations into scheduled procedures.

Essential Responsibilities

Treatment Plan Follow-Up

• Review all completed treatment plans once insurance verification/PTE is finalized.
• Contact patients promptly to review benefits, estimated out-of-pocket costs, and next steps.
• Answer questions regarding recommended treatment, insurance coverage, financing, and scheduling.
• Document all patient communications accurately in the practice management system.
• Maintain an active follow-up queue until treatment is accepted or declined.

Surgery Scheduling

• Schedule all surgical procedures according to provider availability and office protocols.
• Coordinate surgery dates, pre-operative appointments, hospital/surgery center cases, and anesthesia requirements.
• Ensure all required documentation is completed prior to scheduling.
• Coordinate with clinical teams regarding surgical needs and appointment preparation.

Financial Coordination

• Review patient financial responsibility.
• Explain payment policies and available financing options.
• Collect required deposits and arrange payment plans when applicable.
• Ensure financial agreements are completed before surgery.

Patient Experience

• Serve as the patient’s primary contact throughout the treatment planning process.
• Provide timely follow-up to unanswered treatment plans.
• Address concerns that may prevent patients from moving forward with treatment.
• Deliver exceptional customer service with empathy and professionalism.

Case Management

• Track all pending treatment plans using established reports and dashboards.
• Follow standardized communication timelines:
• Initial contact within 24 hours of completed PTE
• Follow-up every 3–5 business days until a decision is made
• Escalate complex clinical questions to the treating surgeon.
• Maintain accurate status updates for all pending cases.

Collaboration

• Work closely with:
• Insurance Verification Team
• Front Desk
• Clinical Team
• Surgical Assistants
• Providers
• Practice Managers
• Communicate scheduling availability and assist in filling open surgery time.
• Support same-day treatment acceptance whenever possible.

Qualifications

• High school diploma required; associate’s degree preferred.
• Minimum 2 years of experience in oral surgery, dental, medical, or surgical scheduling.
• Knowledge of dental and medical insurance benefits.
• Experience reviewing treatment plans and patient financial responsibilities.
• Strong understanding of scheduling workflows.
• Experience with practice management software (WinOMS preferred).
• Excellent communication and customer service skills.
• Strong organizational and multitasking abilities.

Skills

• Excellent telephone and interpersonal communication
• Strong attention to detail
• Time management
• Problem solving
• Patient education
• Financial discussions
• Professional and compassionate demeanor
• Ability to meet productivity goals

Performance Metrics

Success in this role will be measured by:

• Treatment plan acceptance rate
• Time from PTE completion to patient contact
• Surgery conversion rate
• Same-day scheduling percentage
• Average days from consultation to surgery
• Number of pending treatment plans over 7 days
• Patient satisfaction scores
• Accuracy of documentation
• Deposit collection rate
• Schedule utilization and reduction of open surgical time

Goal of the Position: To ensure every patient with an approved treatment plan receives timely follow-up, understands their financial responsibility, and is guided efficiently toward scheduling treatment—maximizing patient care, improving case acceptance, and minimizing delays in treatment.

Benefits provided.

Principals only. Recruiters, please don't contact this job poster.

• DO NOT contact us with unsolicited services or offers

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid sick time
• Paid time off
• Retirement plan

Ability to Relocate:

• Paramus, NJ 07652: Relocate before starting work (Required)

Work Location: In person

Salary : $20