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.

Act as the first point of contact for patients, managing scheduling, check-in/out, and insurance verification. Provide administrative support to ensure smooth front-office operations and a positive patient experience.

Preferably 1+ year of experience in healthcare, dental, or customer service roles. Requires strong interpersonal skills and familiarity with dental practice software like CareStack.

• Health Insurance • Dental Insurance • Vision Insurance • Retirement Benefits • Paid Time Off • Holidays • Training And Development Opportunities

• Customer servicePreferred

Identified from the job description. Confirm important requirements above.

• Patient Scheduling
• Insurance Verification
• Customer Service
• HIPAA Compliance
• CareStack
• Patient Communication
• Billing Inquiries
• Administrative Support
• Medical History Management
• Payment Collection
• Medical History Documentation
• Copayment Collection And Processing
• Empathy
• Patient Coordination
• Time Off Management
• Administrative Functions
• Patient Flow
• Dentistry
• Management
• Claims Processing
• Communication
• Training And Development
• Front Office
• Problem Solving
• Operations
• Telephone Skills
• Practice Management
• Scheduling
• Coordinating
• Filing
• Detail Oriented

• Healthcare
• Administrative
• Customer Service & Support
• Patient Coordinator
• Clinical Coordinator
• Health Service Managers
• Medical and Health Services Managers

Minimum experience

1+ years

Posting language

English

Working hours

40 hours per week