Specialty Care Coordinator

Job Overview: The Specialty Care Coordinator plays a vital role in guiding patients  through their specialty dental care experience. This position is responsible for clearly communicating proposed treatment plans, including associated procedures, timelines, and financial obligations. Acting as a key liaison between the doctor and the patient, the coordinator helps ensure a smooth and informed new patient onboarding process.

In collaboration with the doctor, the Specialty Care Coordinator translates complex treatment protocols into simple, approachable conversations and provides patients with financial options that make care accessible. You’ll also coordinate with referring and co-treating providers to ensure timely communication, accurate records, and smooth collaboration.

The Specialty Care Coordinator  manages communication with other referring or co-treating providers, ensuring that all referrals, records, and correspondence are properly handled and followed up on.

In addition, the Specialty Care Coordinator supports internal financial processes, submitting all pre-authorizations.

REPORTS TO: Director of Specialty Services

SCHEDULE: This position requires a flexible schedule, including the ability to work extended hours based on business needs—including evenings and occasional weekends. It is a hybrid role, 3 days in-office at assigned Rodeo Dental locations. 2 days remote (work-from-home), supporting operational tasks and patient communications virtually.

FLSA STATUS: Non-Exempt (hourly)

QUALIFICATIONS:

Minimum of 1 year of experience working with a variety of insurance providers, including PPO, HMO, and Medicaid plans.

Strong time management skills with the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.

Proven problem-solving abilities and critical thinking skills to handle patient concerns and operational challenges effectively.

Advanced knowledge of dental terminology, procedures, and treatment planning, particularly within specialty areas.

Excellent interpersonal and communication skills, with the ability to build rapport quickly with new and prospective patients.

Preferred: Minimum of 2 years of experience as a Treatment Coordinator, with experience in at least one dental specialty (e.g., orthodontics, oral surgery, endodontics).

Must have reliable internet, a distraction-free workspace, and the ability to perform all remote responsibilities effectively

Bilingual (English/Spanish) strongly preferred.

ESSENTIAL FUNCTIONS:

Educate and explain treatment recommendations to patients, parents, or guardians in a clear, compassionate, and professional manner.

Establish clear expectations with patients by setting treatment contracts that outline procedures, financial responsibilities, and timelines.

Contact patients who have missed or broken appointments, been referred for specialty services, or are prospective specialty patients to reschedule and reinforce the importance of continued care.

Prepare and manage all specialty schedules, ensuring optimal provider utilization and patient flow.

Submit and follow up on all pre-authorizations as applicable, including those for MD, PPO, and HMO plans, ensuring timely insurance approvals.

Adhere to the company’s appointment confirmation protocols to reduce no-shows and increase efficiency.

Create and manage payment plans, clearly explaining treatment costs and insurance coverage, while reinforcing the medical necessity of treatment.

Increase patient conversion from general dentistry to specialty consults by effectively communicating the benefits and urgency of specialty care.

Maintain steady patient flow with smart scheduling along with  communicating and coordinating with Office Managers, Specialty Providers, and the Clinical Team.

Document all communication consistently and accurately in patient records, including phone calls, texts, emails, and in-person conversations.

Collaborate with the Specialty Lead to ensure all clinical notes, treatment plans, and necessary documentation are complete by the end of each Specialty day. Escalate issues to the Specialty Lead or Office Manager as appropriate.

Monitor patient flow and appointment schedules in advance, adjusting proactively to provider changes, cancellations, or scheduling conflicts.

Consistently achieve individual and team performance goals, aligned with the company’s objectives and patient care standards.

Participate in regular training sessions, team meetings, and performance reviews to stay aligned with clinical, operational, and compliance standards.

Audit patient charts regularly for accuracy, missing information, or outstanding treatment items, escalating issues when necessary.

PHYSICAL REQUIREMENTS:

Prolonged sitting and standing as needed

Ability to lift up to 15 lbs

NOTE: 

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the Manager occupying this position. Managers will be required to perform any other job-related duties assigned by their supervisor.

Rodeo Dental is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and team members. Rodeo Dental is an equal opportunity employer and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws. We believe that diversity and inclusion among our team members is critical to our success.