Orthodontic Coordinator

Job Title: Orthodontic Treatment Plan CoordinatorDepartment: OperationsReports To: Dental Practice ManagerFLSA Status: Non-ExemptCompany OverviewProSmile is the fastest growing dental organization on the East Coast and Midwest. Our premier DSO is led by world class dentists who understand what highly skilled dentists and dental professionals need to grow a practice while focusing on delivering the best-in-class clinical care to their patients. We offer up-to-date equipment and technology, experienced and friendly staff, and dentists who truly care about their patients, as well as competitive pay and, where applicable, a benefits package that includes medical, dental, vision, 401(k), training, and career growth opportunities.Position SummaryThe Orthodontics (Ortho) Coordinator is responsible for coordinating the patient journey from initial consultation through treatment initiation. This role focuses on treatment plan presentation, financial coordination, and scheduling to maximize case acceptance and ensure an exceptional patient experience. The coordinator serves as a key liaison between providers, staff, and patients and plays a critical role in supporting practice growth and profitability.Duties And ResponsibilitiesThe duties include, but are not limited to:Provide patients and parents with detailed information on dental financing optionsRespond to all patient and parent inquiries in a timely courteous mannerFollow up with missed appointment lettersProvide patients with a thorough explanation of the orthodontic proceduresMaintain strong relationships with all patients and dental staffDiscuss follow-up procedures with patientsMaintain inventory of dental supplies and reorder as necessaryConvince patients to commit to follow-up treatmentsAddress any billing and insurance issues in a timely mannerAddress patient concerns and grievances in a timely mannerGreet patients and answer any immediate questionsContact patients with appointment remindersVerify and update all patient demographic dataCollect all insurance information from patient / parentVerify Insurance BenefitsVerify both, insurance, and patient payments, are up to dateFollow up with unpaid insurancePromote in office marketing itemsGather and submit claims and documents required by Insurance companiesSet up patient account in auto pay system (OrthoBanc)Perform hard credit inquiries and set up financing (Care Credit)Ensure office profitability by building productive schedulesFollow up with patients’ Recall visitsEnter transactions and post paymentsReview Provider’s schedule and charts (if applicable)Ensure accuracy of accounts (set up properly / Guarantor / FRP in account /correct provider & clinic)Collect signatures on contracts and consent formsEnsure lab cases are both sent to the lab and follow up for lab cases returned from labPrepare accounts for Debond (retention agreements, termination waivers, reconcile final balances)Ability to travel daily, by personal car, to multiple dental practices and corporate officeEnsure that the provider will reach Goal productionPerforms miscellaneous job-related duties as assignedKnowledge and Skills/Expected CompetenciesHigh School diploma or GED requiredSubstantial familiarity with Ortho treatments and proceduresStrong knowledge of financing options and dental payment processingProficient in the use of MS Office software applicationsRemarkable understanding of dental insurance claimsExcellent interpersonal skills and communications abilitiesImpressive ability to efficiently manage multiple tasksBenefits SummaryAt ProSmile, we are committed to supporting the health and well-being of our employees and their families. We offer the following benefits for Full Time Benefits Eligible Positions (35+ hours per week) and Part Time Benefits Eligible Positions (30-35 hours per week):Medical Insurance: Choice of five comprehensive Aetna medical plans, including options with low copays, deductible-sharing, and national provider networksDental Insurance: MetLife plans offering preventative, basic, major, and orthodontic coverage optionsVision Insurance: Davis and UHC vision plans with annual exams, eyewear allowances, and contact lens benefitsFlexible Spending & Health Savings Accounts: Pre-tax savings accounts for medical, dependent care, and healthcare expensesLife & Disability Insurance: Employer-paid basic life and AD&D insurance, with voluntary life, short-term, and long-term disability plansAdditional Perks:Employee Assistance Program (EAP)Identity Theft & Fraud ProtectionLegal Support ServicesDiscount Programs (including pet insurance, travel, theme parks, electronics, etc.)Wellness ProgramsFinancial Wellness and Planning ToolsPhysical/Mental Demands and Work EnvironmentThe physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.The Company reserves the right to modify the job description based upon its needs and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between the Company and the employee.Equal EmploymentOur culture encourages individual development, embraces an inclusive environment, rewards innovative excellence, and leads in provider and patient satisfaction. Prosmile values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged.ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply.Company SafetyWe believe that the best care for our patients starts with the best care for our employees. ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.Powered by JazzHRy6gVc49SIj