Office Coordinator

Acuity by Novus Orthodontics is seeking a treatment coordinator to assist our new patients on their orthodontic journey. This person will not only carry out their duties in the office, but participate in grassroots marketing opportunities.

About the Role

The Orthodontic Treatment Coordinator plays a pivotal role in ensuring a seamless patient experience from initial consultation through the completion of orthodontic treatment. This position is responsible for guiding patients and their families through treatment options, financial arrangements, and scheduling, acting as a liaison between patients and clinical staff. The coordinator ensures that all patient inquiries are addressed promptly and that treatment plans are clearly communicated and understood. By managing administrative and financial aspects of care, the coordinator supports the clinical team in delivering efficient and effective orthodontic services. Ultimately, this role contributes significantly to patient satisfaction, treatment adherence, and the overall success of the ortho practice.

Minimum Qualifications

• High school diploma or equivalent required; associate degree or higher in healthcare administration or related field preferred.
• Previous experience in a dental or orthodontic office setting, particularly in patient coordination or administrative roles.
• Strong understanding of orthodontic terminology, treatment processes, and insurance procedures.
• Proficiency with dental practice management software and standard office productivity tools.
• Excellent communication and interpersonal skills to effectively interact with patients and clinical staff.

Preferred Qualifications

• Certification as an Orthodontic Assistant or Treatment Coordinator is advantageous.
• Experience with insurance billing and claims processing specific to orthodontic care.
• Familiarity with electronic health records (EHR) systems and HIPAA compliance standards.
• Demonstrated ability to manage multiple tasks efficiently in a fast-paced clinical environment.
• Bilingual abilities to support a diverse patient population.

Responsibilities

• Greet and welcome patients, providing detailed explanations of orthodontic treatment plans and answering any questions regarding procedures and timelines.
• Coordinate scheduling of appointments, including consultations, treatment sessions, and follow-ups, ensuring optimal use of clinical resources.
• Assist patients with financial arrangements, including insurance verification, payment plans, and processing payments accurately.
• Maintain accurate and up-to-date patient records, treatment plans, and correspondence in compliance with privacy regulations.
• Collaborate closely with orthodontists, dental assistants, and administrative staff to facilitate smooth patient flow and resolve any treatment-related concerns.

Skills

The Orthodontic Treatment Coordinator utilizes strong communication skills daily to clearly explain complex treatment plans and financial options to patients, ensuring understanding and comfort. Organizational skills are essential for managing appointment schedules, coordinating with clinical staff, and maintaining accurate patient records. Proficiency with dental software and office technology enables efficient handling of insurance claims, billing, and documentation. Problem-solving skills are frequently applied to address patient concerns and resolve scheduling conflicts. Additionally, interpersonal skills foster a welcoming environment that supports patient retention and positive treatment outcomes.