What are the responsibilities and job description for the Financial Coordinator and Scheduling Specialist position at Charles River Orthodontics?
Who We Are
At Charles River Orthodontics, we don't just straighten teeth — we transform confidence and create smiles that last a lifetime. Our patients are at the heart of everything we do, and we believe that delivering an extraordinary patient experience starts with an extraordinary team.
We're growing, and we're looking for a dynamic, organized, and people-first individual to join us in a dual-role capacity as our Financial Coordinator & Scheduling Specialist. This is not your average front-desk job — this is the role that keeps the whole office humming!
The Role: Two Hats, One Amazing Person
You will wear two important hats in our practice:
As our Financial Coordinator, you will:
• Be the go-to guide helping patients understand their financial options, payment plans, and insurance benefits — making treatment accessible for every family
• Process and oversee insurance claims (electronic and paper), follow up on outstanding balances, and manage patient billing with accuracy and care
• Present financial arrangements to patients in a clear, compassionate, and approachable way — turning what could be a stressful conversation into a supportive one
• Communicate with outside financing companies and insurance providers to maximize patient benefits
• Enter patient contracts and submit predeterminations, ensuring everything is accurate and up to date
• Monitor patient accounts and follow through on overdue balances with professionalism and empathy
As our Scheduling Specialist, you will:
• Be the warm and welcoming first impression of Charles River Orthodontics — whether in person or on the phone, you set the tone!
• Work with the Front Desk Team to schedule and manage patient appointments, filling cancellations quickly and keeping the calendar flowing smoothly
• Answer phones (by the 2nd ring!), greet patients, and assist families throughout their entire treatment journey
• Help track new patient calls and referral sources; coordinate with the Treatment and Financial Coordinators to keep everything in sync
• Assist with administrative tasks including email, patient files, morning meeting prep, and weekly reports
• Participate in fun patient engagement activities like our Kids Club — yes, it's as fun as it sounds
✨ You're Our Person If...
You bring these qualities to work every single day:
• Positive, approachable, and genuinely love working with people of all ages
• Organized with exceptional attention to detail — no dropped balls here!
• You can "smile with your voice" on the phone and in person
• Analytical and comfortable working with numbers, billing, and insurance
• A team player who also works well independently
• Calm under pressure and able to juggle multiple priorities with grace
• Strong communicator — written, verbal, and phone skills are all top-notch
• Fluent in English with solid grammar and professional writing skills
Education & Experience
A background in finance, customer service, or healthcare administration is a plus — but here's the exciting part: No prior orthodontic experience required! We will train the right person.
If you bring the work ethic, the attitude, and the heart — we'll provide everything else. The right person is someone who is motivated, eager to learn, and genuinely cares about the patient experience.
Compensation & Benefits
We believe great people deserve great rewards. Here's what we offer:
| Compensation $25-32 (depending on experience) | Health Insurance Comprehensive coverage | ️ Paid Time Off Recharge & refresh | Continuing Education Gain useful skills for your future
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✅ Full-Time
✅ Employee discount on orthodontic treatment
How to Apply
Ready to be part of something great? We'd love to hear from you! Submit your application today!
We can't wait to meet you. Come join the Charles River Orthodontics family — and help us keep the smiles coming!
Charles River Orthodontics • Committed to Excellence in Every Smile
Salary : $26 - $32