Orthodontic Practice Operations Manager / Treatment Coordinator

Orthodontic Treatment Coordinator / Practice Operations Manager NAY Orthodontics | Morrisville, NC

Lead. Inspire. Make an Impact.

NAY Orthodontics is seeking an experienced, compassionate, and highly organized Orthodontic Treatment Coordinator / Practice Operations Manager to lead the day-to-day operations of our privately-owned orthodontic practice. This is an exciting opportunity for a motivated leader who enjoys building strong teams, delivering exceptional patient experiences, and helping a growing practice thrive.

As a privately-owned, single-doctor orthodontic practice, we believe exceptional patient care begins with an exceptional team. We are committed to honesty, teamwork, respect, and creating beautiful smiles in a welcoming, patient-centered environment. If you enjoy leading by example, improving systems, mentoring others, and making a meaningful impact every day, we'd love to meet you.

Position Summary

The Practice Operations Manager serves as the leader of the practice and works closely with the orthodontist to discuss treatment options and ensure an outstanding patient experience while fostering a positive, accountable, and high-performing team culture.

This position oversees practice operations, treatment-coordinating, team leadership, patient financial coordination, insurance administration, human resources, marketing initiatives, compliance, and practice growth.

Primary Responsibilities Leadership & Operations

• Lead daily business operations to ensure an efficient, organized, patient-focused office.
• Provide treatment planning options to new patients.
• Foster a positive, respectful, and accountable team culture.
• Conduct team meetings, coaching, training, and performance evaluations.
• Recruit, interview, onboard, and mentor new team members.
• Develop and improve office systems, workflows, and operational efficiencies.
• Maintain OSHA, HIPAA, and other regulatory compliance standards.

Patient Experience

• Ensure every patient receives exceptional customer service from first contact through treatment completion.
• Resolve patient concerns professionally and compassionately.
• Monitor office flow and scheduling to minimize wait times and maximize efficiency.
• Support front office operations whenever needed.

Financial & Insurance Administration

• Present treatment fees, financial arrangements, and payment options to new patients.
• Coordinate insurance verification, claim submission, appeals, and account resolution.
• Manage accounts receivables, collections, and financial reporting.
• Oversee daily financial reconciliation, electronic deposits, and end-of-day reporting.
• Maintain accurate patient financial records.

Human Resources

• Coordinate recruiting, onboarding, employee orientation, and training.
• Assist the Business Manager with payroll preparation, timekeeping, and employee benefits administration.
• Maintain personnel files and confidential employment records as needed.
• Promote employee engagement, accountability, and professional development.
• Plan and coordinate employee-appreciation activities, recognition programs, team-building initiatives, and morale-boosting events that foster a positive, engaged workplace culture.

Marketing & Practice Growth

• Coordinate internal marketing initiatives and referral relationship activities.
• Assist with community outreach, patient appreciation events, and practice promotions.
• Support digital marketing efforts, including social media, website updates, online reputation management, and practice analytics.
• Track key performance indicators and marketing initiatives.

Administrative Responsibilities

• Maintain communication with referring dental offices.
• Coordinate doctor meetings and professional correspondence.
• Monitor unscheduled treatments, recall patients, and practice reports.
• Assist with strategic projects and continuous practice improvement.

Qualifications Required

• Minimum 3 years of dental or orthodontic management experience preferred
• Demonstrated leadership and team development experience
• Strong knowledge of dental insurances, billing, claims, and collections
• Experience presenting financial arrangements and discussing treatment fees
• Excellent written, verbal, and interpersonal communication skills
• Exceptional customer service and conflict resolution abilities
• Strong organizational, analytical, and problem-solving skills
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Professional appearance, integrity, and positive attitude
• Proficiency with Microsoft Office and dental practice management software

Preferred

• Orthodontic practice management experience
• Experience with OrthoTrac Practice Management Software
• Experience with Carestream Imaging
• Experience with payroll, human resources, and employee benefits administration
• OSHA and HIPAA compliance knowledge
• CPR certification

What We're Looking For...

The ideal candidate is someone who:

• Leads with integrity, professionalism, and accountability.
• Inspires, mentors, and develops others.
• Is proactive rather than reactive.
• Thinks critically and solves problems independently.
• Takes ownership of projects and follows through with them.
• Communicates confidently and respectfully.
• Thrives in a collaborative, patient-centered environment.
• Embraces technology and continuous improvement.
• Creates a positive, supportive workplace culture where team members feel valued, recognized, and motivated.
• Enjoys planning team appreciation events, celebrating successes, and fostering employee engagement and morale.
• Wants to build a long-term career with a growing practice.

Schedule

Full-Time

• Monday–Thursday: 8:00 AM – 5:00 PM
• Friday: 8:00 AM – 1:00 PM

Occasional additional hours may be required for team meetings, continuing education, community events, or business needs.

Benefits

• Competitive salary commensurate with experience and qualifications
• Paid holidays
• Paid Time Off (PTO)
• Health, dental, and vision insurance
• Retirement plan with employer match
• Continuing education opportunities
• Uniform allowance
• Team appreciation events
• Professional growth and leadership opportunities
• Scheduling flexibility may be available based on performance, reliability, and the successful completion of responsibilities while ensuring the needs of our patients, team, and practice are fully met.
• Supportive, privately-owned practice environment

Why NAY Orthodontics?

At NAY Orthodontics, you'll join a practice where relationships matter. We value teamwork, professionalism, compassion, and continuous improvement. Every team member plays an important role in helping patients achieve healthy, confident smiles, and every contribution is recognized and appreciated.

If you're an experienced leader looking for an opportunity to make a lasting impact while growing professionally, we'd love to hear from you. Please respond with cover letter, resume and salary requirements. All three must be included to be considered for this position.

Recruiters, please don't contact this job poster.
Please do not contact job poster about other services, products or commercial interests.
Required experience:

• Dental/Orthodontic: 2 years

Job Type: Full-time

Pay: $24.00 - $30.00 per hour

Application Question(s):

• Do you have Orthodontic Insurance Experience?
• How many years of filing orthodontic/dental insurance claims do you have?

Work Location: In person

Salary : $24 - $30