Surgery and Treatment Plan Coordinator - Pediatric Dentistry

About Sweet Tooth Pediatric Dentistry

Sweet Tooth Pediatric Dentistry is a modern, fast-growing practice serving families in the Yukon/Mustang and greater Oklahoma City area. We're on a mission to "Sprinkle Every Visit with Joy" by creating a fun, welcoming space where kids feel safe and parents feel confident in their child's care.

We're building a team that leads with kindness, operates with excellence, and genuinely loves what they do.

The Role

We're looking for a highly organized, energetic, and compassionate Surgery & Treatment Plan Coordinator to serve as the bridge between our clinical team and the families we care for by guiding parents from diagnosis through completed treatment with clarity, confidence, and warmth.

This is a key position in our practice. You'll coordinate surgical cases, present treatment plans, manage insurance and billing processes, and ensure every family feels supported through what can be a stressful experience. You'll also play an important role in keeping our clinical documentation accurate, our records compliant, and our operations running smoothly.

If you're someone who takes ownership, communicates proactively, and thrives in a fast-paced pediatric environment , we'd love to meet you.

What You'll Do

Treatment & Surgery Coordination

• Present treatment plans to parents in a clear, confident, and compassionate way
• Explain procedures, sedation options, and timelines in terms families can understand
• Coordinate surgical procedures and treatment plans within our practice management and EMR systems
• Collaborate with dental providers, anesthesiologists, and specialists to prepare comprehensive treatment plans for pediatric patients
• Ensure all pre-op requirements are completed and communicate next steps clearly with families

Insurance, Billing & Authorization

• Verify benefits and provide accurate, easy-to-understand estimates
• Assist with insurance verification, including Medicare and Medicaid requirements
• Apply working knowledge of CPT coding and ICD-10/ICD-9 coding to support billing and pre-authorization processes
• Manage pre-authorizations, documentation, and follow-up on outstanding treatment plans
• Review and verify insurance authorizations, care plans, and medical records for accuracy and completeness

Documentation & Compliance

• Maintain organized, detailed patient records and treatment tracking within our EMR system (CareStack or similar platforms such as Dentrix or Eaglesoft)
• Ensure all documentation meets HIPAA compliance standards and health information management best practices
• Review medical records and care plans for accuracy and completeness

Administrative & Communication

• Support front desk functions including intake processing, appointment scheduling, and medical records filing
• Answer parent questions related to treatment plans and scheduling with professionalism and warmth
• Follow up on pending and unscheduled cases
• Collaborate closely with clinical and front office teams to keep patient flow smooth

What We're Looking For

Required

• 1 year of dental or medical office experience
• Strong knowledge of dental and medical terminology
• Familiarity with EMR/EHR systems (CareStack, Dentrix, Eaglesoft, Epic, or similar)
• Proficiency in Microsoft Office Suite (Word, Excel) and general data entry
• Strong communication skills and the ability to handle sensitive financial conversations with care
• Highly organized with the ability to manage multiple priorities in a fast-paced environment

Preferred (but not required)

• Experience in pediatric dentistry
• Background in sedation or surgical coordination
• Experience with insurance pre-authorizations and Medicaid/Medicare processes
• Bilingual in Spanish ( a strong plus for serving our diverse patient families!)

You're a Great Fit If You...

• Take ownership and follow through
• Communicate proactively and keep everyone in the loop
• Stay calm under pressure and find solutions, not excuses
• Bring warmth and positivity to every parent interaction
• Are excited to grow with a practice that's just getting started

Growth Potential

This is a foundational role with real upside. As Sweet Tooth grows, so will your responsibilities. The right person will have a direct hand in shaping how we coordinate care.

Compensation & Schedule

• Competitive hourly pay, based on experience
• Part-time to start (2–3 days/week), with a clear path to full-time
• Flexible scheduling

Why Sweet Tooth?

• A genuinely positive, team-first culture
• Beautiful, modern office environment
• Meaningful work: you're helping kids and families through something that matters
• Real opportunity to grow with a new and expanding practice

Ready to Apply?

Submit your resume along with a brief note telling us why you'd be a great fit for this role. We read every message and look forward to hearing from you!

Pay: $20.00 - $23.00 per hour

Experience:

• Dental office: 1 year (Preferred)

Work Location: In person

Salary : $20 - $23