Job Title: Treatment Coordinator
Department: Operations
Reports To: Practice Manager
FLSA Status: Non-Exempt
Position Summary
As a Treatment Coordinator, you’ll play a key role in delivering a compassionate and educational experience for every patient. You’ll listen closely to their concerns, build trust through empathy and clear communication, and help them understand and feel confident about the treatment they need. By discussing financial options with care and clarity, you’ll support patients in making informed decisions and ensure they feel comfortable moving forward. Your work directly supports production goals and case acceptance, and your ability to build connections and strong relationships will help ensure every patient feels informed, heard, and supported throughout their dental journey.
This role expands on Patient Coordinator responsibilities, applying those skills to more advanced coordination and patient support. By combining strong communication with financial and clinical knowledge, the Treatment Coordinator directly supports patient experience, case acceptance, and practice production goals.
Key Responsibilities
Treatment Presentation
- Review treatment plans with patients and explain recommended care in clear, patient-friendly terms.
- Listen with care to answer any questions and address any concerns regarding recommended treatments, costs, and next steps.
- Present financial responsibilities, insurance estimates, and third-party financing options.
- Assist patients with financing applications when needed.
Case Acceptance Support
- Follow up with patients who are undecided or require additional information.
- Track treatment acceptance and pending cases; identify opportunities for follow-up.
- Partner with providers to prioritize treatment urgency and schedule accordingly.
Insurance Coordination
- Verify patient coverage details and submit pre-authorizations
- Collect and post payments, assist with billing inquiries, and support claim processing.
- Collaborate with insurance and billing teams to ensure accurate benefit calculations.
- Communicate coverage changes or out-of-pocket expectations to patients before treatment begins.
- Follow up with patients on approved, denied or modified pre-authorizations
Patient Experience & Communication
- Greet and welcome patients warmly to create a positive first impression.
- Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
- Listen with care to create a positive, and professional impression, and a personalized experience.
- Maintain a clean, safe, and welcoming reception area.
Administrative & Operational Tasks
- Input treatment plan details, notes, and financial arrangements into the practice management system (CareStack).
- Coordinate schedules, schedule and confirm appointments in the practice management system to optimize patient flow.
- Verify and update patient demographics, medical histories, and consent forms in compliance with HIPAA.
- Schedule follow-up appointments and collect payments or co-pays.
- Monitor and restock front office supplies to ensure a professional reception space.
- Assist with filing, correspondence, and other administrative tasks.
- Provide support at the front desk during peak times or when coverage is needed.
- Willingness to travel between locations as needed.
All other duties as assigned.
Qualifications
- 1+ years of experience in dental front office, treatment coordination, or a related role.
- Strong communication skills with the ability to explain clinical concepts in layperson’s terms.
- Comfortable discussing financial responsibilities with empathy and professionalism.
- Highly organized with the ability to manage multiple cases simultaneously.
- Familiarity with CareStack or similar dental practice software preferred.
- Willingness to travel to other locations as needed.
Compensation & Benefits
- Health, dental, vision, and retirement benefits.
- Paid time off and holidays.
- Training and development opportunities with a growing organization.
