Patient Coordinator

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

 

Position Summary 

As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem-solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check-in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit. 

This is a great role for someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience for patients. 

Key Responsibilities 

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. 

• Provide information on treatments, policies, and financing options clearly and empathetically. 

• Listen with care to create a positive, and professional impression, and a personalized experience. 

Appointment Management 

• Schedule and confirm appointments in the practice management system. 

• Coordinate schedules with clinical teams to optimize patient flow. 

• Send reminders and confirmations to minimize no-shows. 

Check-In / Check-Out 

• Verify and update patient demographics, medical histories, and consent forms. 

• Schedule follow-up appointments and collect payments or co-pays. 

Insurance & Financial Coordination 

• Verify insurance coverage and benefits prior to appointments. 

• Collect and post payments, assist with billing inquiries, and support claim processing. 

• Discuss treatment costs and financial arrangements when needed. 

Administrative & Operational Support 

• Maintain accurate patient records in compliance with HIPAA. 

• Enter appointment data, treatment notes, and updates into CareStack (or other PMS). 

• Monitor and restock front office supplies to ensure a professional reception space. 

• Assist with filing, correspondence, and other administrative tasks. 

Team & Office Support 

• Relay important patient updates to clinical staff for seamless coordination. 

• Prepare necessary documents and files for patient visits. 

• Maintain a clean, safe, and welcoming reception area. 

• Support the Practice Manager or Associate Practice Manager with operational duties as needed. 

• Willingness to travel between locations as needed.  

 

All other duties as assigned.  

 

Qualifications 

• 1+ year of experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred. 

• Strong interpersonal and communication skills. 

• Organized, detail-oriented, and proactive. 

• Experience with dental insurance verification and patient scheduling preferred. 

• Familiarity with CareStack or other dental practice software a plus. 

• Commitment to outstanding patient service and team culture. 

 

Compensation & Benefits 

• Competitive hourly rate. 

• Health, dental, vision, and retirement benefits. 

• Paid time off and holidays. 

• Training and development opportunities with a growing organization.