Specialty Coordinator Float

Job Title: Specialty Coordinator Float
Department: Operations 
Reports To: Practice Manager 
FLSA Status: Non-Exempt 

 

Position Summary 

As a Specialty Coordinator Float, you’ll serve as a key point of contact for patients and providers, ensuring a smooth and supportive experience throughout the specialty care journey across our Southern RI practices. You’ll actively listen to patient needs, build trust through clear and compassionate communication, and coordinate specialty care referrals and appointments (e.g., oral surgery, endodontics, orthodontics) with empathy and efficiency. Your role is essential in fostering strong relationships between patients and the dental team while managing the details that keep specialty services running seamlessly. 

This role expands on Patient Coordinator responsibilities, applying those skills to more advanced coordination and patient support.  As a key point of contact for both patients and providers, the Specialty Coordinator helps patients feel informed and supported throughout their specialty treatment journey. 

 

Key Responsibilities 

Referral & Appointment Coordination 

• Receive, process, and track internal and external referrals for specialty services. 

• Schedule specialty appointments by coordinating with general providers and specialists. 

• Ensure all referrals, pre-authorizations, and diagnostic records are documented accurately. 

Patient Communication & Support 

• Serve as a liaison for patients and families. 

• Listen with care to address any questions about specialty procedures, insurance, or logistics 

• Provide patients with specialty appointment details, pre-op/post-op instructions, and timelines. 

• Serve as a liaison for patients and families with questions about specialty procedures, insurance, or logistics. 

• Ensure patients clearly understand their next steps, including surgical or follow-up requirements. 

• Provide front desk support as needed to ensure patient flow. 

Insurance & Pre-Authorization 

• Verify insurance coverage for specialty procedures. 

• Obtain pre-authorizations when required. 

• Partner with billing and treatment coordination teams to ensure accurate estimates and claims submission. 

Clinical Team Collaboration 

• Coordinate with specialty providers and clinical staff to prepare for procedures. 

• Follow up on pending referrals or incomplete documentation to ensure patient readiness. 

• Provide support at the front desk during peak times or when coverage is needed. 

Record & System Management 

• Maintain accurate referral logs, appointment status reports, and specialty tracking tools. 

• Ensure that all patient specialty records are complete, accurate, and HIPAA-compliant. 

 

All other duties as assigned.  

 

Qualifications 

• 2+ years of dental, healthcare, or specialty coordination experience. 

• Familiarity with dental specialties and terminology preferred. 

• Strong organizational skills with attention to detail. 

• Excellent communication and ability to work across multiple providers and systems. 

• Proficiency in dental practice management software (CareStack preferred). 

• Willingness to travel between locations as needed.  

 

Compensation & Benefits 

• Competitive hourly rate. 

• Health, dental, vision, and retirement benefits. 

• Paid time off and holidays. 

• Training and development opportunities with a growing organization.