Patient Coordinator

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

Position Summary

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

Key Responsibilities

Patient Experience & Communication

• 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 a positive, and professional impression, and a personalized experience.

Appointment Management

• Schedule and confirm appointments in the practice management system.

• Coordinate schedules with clinical teams to optimize patient flow.

• Send reminders and confirmations to minimize no-shows.

Check-In / Check-Out

• Verify and update patient demographics, medical histories, and consent forms.

• Schedule follow-up appointments and collect payments or co-pays.

Insurance & Financial Coordination

• 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.

Administrative & Operational Support

• Maintain accurate patient 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.

Team & Office Support

• 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.

Qualifications

• 1 year of 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 CareStack or other dental practice software a plus.

• Commitment to outstanding patient service and team culture.

Compensation & Benefits

• Competitive hourly rate.

• Health, dental, vision, and retirement benefits.

• Paid time off and holidays.

• Training and development opportunities with a growing organization.