Patient Coordinator

Reports to: Practice Dentist or Office Manager

Position Summary

The Patient Coordinator is the face of the practice. This role keeps the front desk running smoothly, welcomes patients, manages scheduling, supports patient records, coordinates patient flow, and delivers an excellent patient experience from start to finish.

Key Responsibilities

• Greet patients and create a welcoming, professional first impression.
• Answer phones, schedule appointments, and manage daily patient flow.
• Check patients in and out accurately and efficiently.
• Maintain clean, organized front desk operations.
• Update patient charts and schedule follow-up treatment with the correct chair, doctor, and assistant time.
• Make daily confirmation and follow-up calls.
• Monitor the schedule, fill gaps, and reschedule patients as needed.
• Attend morning huddles and communicate schedule needs, patient concerns, and production goals.
• Register new patients and ensure all forms, HIPAA documents, and paperwork are complete.
• Prepare correspondence, treatment plans, welcome letters, thank-you cards, and patient documents.
• Scan and maintain documents accurately.
• Stay current with office technology and daily systems.

What We’re Looking For

• Friendly, professional, and patient-focused.
• Strong communication and customer service skills.
• Highly organized with excellent attention to detail.
• Comfortable collecting payments, tracking balances, and handling basic financial information.
• Able to multitask in a busy dental office.
• Forward-thinking and able to anticipate doctor and patient needs.
• Strong typing, computer, and math skills.
• Able to maintain confidentiality and follow HIPAA, OSHA, and office safety standards.
• Flexible and willing to assist in other areas of the office as needed.

Qualifications

• High school diploma or higher education required. Equivalent experience may be considered.
• Medical or dental customer service experience preferred.
• Dentrix and dental communication software experience required.

Working Conditions

• Dental office, medical, and lab environment.
• Sitting approximately 80%; standing or walking approximately 20%.
• Moderate noise from dental and lab equipment.
• Frequent patient, team, and provider interaction.
• Must be comfortable working around blood, clinical procedures, and dental office odors.
• Must have strong near vision for computer work and document preparation.

Special Requirement

Employment may be contingent upon successful completion of a background check.