What are the responsibilities and job description for the Dental clinic coordinator position at SMILE SERVICES DC PLLC?
Clinical Coordinator – Smile Services DC
Location: Washington, DC
Employment Type: Full-Time
Compensation: Competitive salary based on experience
About Smile Services DC
Smile Services DC is a growing, patient-centered dental practice focused on comprehensive dental care, implant dentistry, restorative dentistry, and serving the Washington, DC community. We are seeking an organized, detail-oriented, and proactive Clinical Coordinator to help manage patient flow, treatment coordination, scheduling, and insurance processes while delivering an exceptional patient experience.
Position Overview
The Clinical Coordinator serves as the hub of patient care and production management within the practice. This role is responsible for ensuring patients are properly scheduled, treatment is coordinated efficiently, insurance requirements are completed, documentation is accurate, and patients are prepared for treatment. The ideal candidate thrives in a fast-paced environment, is highly organized, and enjoys helping patients navigate their dental care journey.
Responsibilities
Schedule & Production Management
* Manage and optimize the doctor’s schedule to support daily production goals
* Schedule treatment appointments efficiently
* Fill cancellations and open chair time
* Maintain wait lists and reactivation lists
* Monitor future schedules and identify opportunities to improve utilization
Treatment Coordination
* Review treatment plans with patients
* Obtain signed treatment plans and consent forms
* Coordinate treatment sequencing and scheduling
* Follow up with patients who have unscheduled treatment
* Ensure patients are prepared for upcoming procedures
Insurance Verification & Authorizations
* Verify dental insurance eligibility and benefits
* Document insurance verification in patient charts
* Submit and track prior authorizations
* Follow up on pending authorizations
* Communicate coverage and estimated patient responsibility
Patient Records & Referrals
* Manage incoming referrals and supporting documentation
* Upload and organize patient records, radiographs, and treatment history
* Request records from outside providers when needed
* Ensure charts are complete prior to appointments
Lab Case Coordination
* Receive and track incoming lab cases
* Prepare and ship outgoing cases to dental laboratories
* Communicate with laboratories regarding case status and remakes
* Verify cases are available prior to delivery appointments
Patient Communication
* Manage patient phone calls, emails, and text communications
* Confirm appointments
* Support recall and patient reactivation efforts
* Deliver an exceptional patient experience
Online Reputation & Patient Experience
* Monitor and manage BirdEye reviews
* Respond to patient feedback
* Support patient satisfaction initiatives
Qualifications
* Minimum 2 years of experience in a dental office
* Experience with dental scheduling and treatment coordination preferred
* Knowledge of dental insurance verification and authorizations
* Strong organizational and communication skills
* Ability to multitask in a fast-paced environment
* Strong attention to detail
* Professional and patient-focused demeanor
* Experience with dental practice management software preferred
Preferred Qualifications
* Treatment Coordinator experience
* Implant dentistry experience
* Experience working with referrals and specialty cases
* Experience managing dental laboratory workflows
What Success Looks Like
* Well-organized and productive schedules
* Accurate insurance verification and authorization tracking
* High treatment acceptance and scheduling rates
* Complete and organized patient records
* Positive patient experiences and strong communication
* Smooth coordination between patients, providers, labs, and team members
If you are a highly organized professional who enjoys helping patients and keeping systems running efficiently, we would love to hear from you.