Patient Coordinator

Westbrook Dental; Winnipeg; On-site; CAD 25,000 - 36,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

Vision benefits

Retirement benefits

Paid time off

Job summary

Westbrook Dental is seeking a Patient Coordinator to be the first point of contact for patients. You will manage front desk operations, verify insurance, schedule appointments, and assist with billing while delivering a warm, professional experience at our Winnipeg locations.

The role emphasizes strong communication, organization, and empathy, with opportunities for growth within a supportive dental team. Training and collaboration across offices may be required.

Qualifications

• 1+ year of experience in dental, healthcare, or a customer/patient service role 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 is a plus.
• Commitment to outstanding patient service and team culture.

Responsibilities

• Greet and welcome patients, providing a warm and professional first impression.
• Answer phones, respond to inquiries, and direct calls to the appropriate team member.
• Provide information on treatments, policies, and financing options clearly.
• Verify insurance coverage and benefits prior to appointments.
• Check-in/check-out patients, update demographics, and collect payments/co-pays.
• Schedule appointments and coordinate with clinical teams to optimize patient flow.
• Enter appointment data and treatment notes into the PMS (CareStack or similar).
• Maintain a clean, welcoming reception area and restock front office supplies.
• Relay patient updates to clinical staff and assist with administrative tasks.
• Willingness to travel between locations as needed.

Skills

Interpersonal skills

Communication

Organization

Detail-oriented

Proactive

Dental insurance verification

Patient scheduling

CareStack

Tools

CareStack

Job description

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 isa great rolefor someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience forpatients.

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 theappropriate teammember.

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

• Listen with care to create apositive, andprofessional impression, and a personalized experience.

Appointment Management

• Schedule and confirm appointments in the practice management system.

• Coordinate schedules with clinical teams tooptimizepatient 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,assistwith billing inquiries, and support claim processing.

• Discuss treatment costs and financial arrangements when needed.

Administrative & Operational Support

• Maintainaccuratepatient records in compliance with HIPAA.

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

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

• Assistwith 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+yearof 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 withCareStackor other dental practicesoftwarea 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.