What are the responsibilities and job description for the Digital Workflow Coordinator position at Revived Smiles?
Overview
Revived Smiles is looking for a detail-driven Digital Workflow Coordinator to own the path a patient case takes from the chair to the finished appliance. You'll capture and prepare digital case records, route cases to our teledentistry partners and laboratory, and stay on top of every outstanding prescription until it comes back complete.
This is the role that keeps cases from stalling. If you're the kind of person who notices when something has been sitting too long and follows up before anyone has to ask, you'll do well here.
Responsibilities
Case Capture & Preparation
- Perform model scanning and capture supporting records to the standards required by each partner and lab
Teledental Coordination
- Submit cases to teledentistry partners with complete documentation and clear clinical notes
- Track outstanding teledental prescriptions from submission through receipt, following up on anything past expected turnaround
- Serve as the day-to-day point of contact with partner providers; resolve incomplete submissions, clarification requests, and documentation gaps
- Route returned prescriptions and treatment plans to the correct provider or team member for review
Laboratory Coordination
- Prepare and transmit cases to our laboratory with accurate prescriptions, specifications, and shipping or digital transfer details
- Monitor lab turnaround, flag delays, and escalate cases at risk of missing a patient appointment
- Verify returned cases against the original prescription before they reach the clinical team; manage remakes and adjustments through to resolution
Tracking & Reporting
- Maintain a live tracking system for all cases in flight, with clear status and next action for each
- Report on outstanding case volume, turnaround times, and recurring bottlenecks to practice leadership
- Keep documentation and record handling compliant with HIPAA and practice policy
- Recommend process improvements as case volume grows
- Review scans and records for completeness and quality before submission; re-capture or request additional records when something falls short
- Organize and label case files consistently so any team member can pick up a case and know where it stands
Pay: $20.00 - $22.00 per hour
Work Location: In person
Salary : $20 - $22