Dental Operations Coordinator

VanTech Dental Partners; Louisville (KY); On-site; USD 60,000 - 80,000; Full time

Job summary

Kare Mobile Dentistry is seeking a Dental Operations Coordinator to support daily operations and organize administrative workflows for its mobile and Louisville-based teams.

The ideal candidate will have strong experience with dental insurance verification, Dentrix Ascend, invoicing, budgeting, and cross-location coordination; you will work onsite with the Louisville office and mobile staff to keep operations efficient and compliant.

Qualifications

• Dental industry experience is required.
• Working knowledge of Dentrix Ascend.
• Experience with dental insurance verification and benefits.
• Experience with invoicing, billing, and insurance processes.
• Understanding of budgeting, expense tracking, and basic financial reporting.
• Strong organizational and administrative skills.
• Ability to coordinate across multiple locations.
• Proficiency with Microsoft Office and Google Workspace.

Responsibilities

• Coordinate dental insurance verification to ensure patient eligibility and coverage are confirmed.
• Review insurance benefits, limitations, and authorization requirements.
• Assist with insurance claims, billing processes, and resolution of insurance-related discrepancies.
• Ensure accurate patient and insurance information is maintained.
• Communicate with insurance carriers and internal personnel to resolve outstanding issues.
• Help monitor billing processes to support timely and accurate reimbursement.
• Maintain and utilize Dentrix Ascend for scheduling, patient information, treatment plans, billing, and reporting.
• Assist with invoicing and related administrative documentation.
• Monitor outstanding invoices and assist with resolving billing discrepancies.
• Generate and review reports to support operational and financial tracking.
• Identify opportunities to improve administrative workflows and staff utilization of the software.

Skills

Dental industry experience

Organizational skills

Communication skills

Team collaboration

Tools

Dentrix Ascend

Microsoft Office

Google Workspace

Job description

Position Summary

Kare Mobile Dentistry is a growing mobile dental services company seeking an experienced and organized Dental Operations Coordinator to work collaboratively with the management and administrative teams in supporting the company's daily operations.

The ideal candidate will have a strong background in the dental industry, with particular experience in dental insurance verification, Dentrix Ascend, invoicing, and financial administration.

This position will play an important role in coordinating administrative and operational responsibilities, helping maintain efficient workflows, and supporting the mobile dental teams and employees working in various service locations. Responsibilities will include assisting with insurance processes, invoicing, budgeting, expense tracking, staff coordination, and general operational support.

Although Kare Mobile Dentistry provides mobile dental services throughout its service areas, this is a full-time, on-site position based at the company's Louisville, Kentucky office. The individual will work directly with management and administrative staff while collaborating with mobile dental teams to help ensure the company's operations run smoothly and efficiently.

The successful candidate will be detail-oriented, dependable, comfortable taking initiative, and able to work effectively as part of a team. This individual should be willing to contribute ideas, help identify areas for improvement, and work with others to address the day-to-day needs of a growing dental organization.

Essential Duties and Responsibilities

Coordinate dental insurance verification to ensure patient eligibility and coverage are confirmed.

Review insurance benefits, limitations, and authorization requirements.

Assist with insurance claims, billing processes, and resolution of insurance-related discrepancies.

Ensure accurate patient and insurance information is maintained.

Communicate with insurance carriers and internal personnel to resolve outstanding issues.

Help monitor billing processes to support timely and accurate reimbursement.

2. Dentrix Ascend & Invoicing

Maintain and utilize Dentrix Ascend for scheduling, patient information, treatment plans, billing, and reporting.

Help ensure accurate and consistent use of Dentrix Ascend across the organization.

Assist with invoicing and related administrative documentation.

Monitor outstanding invoices and assist with resolving billing discrepancies.

Generate and review reports to support operational and financial tracking.

Identify opportunities to improve administrative workflows and staff utilization of the software.

3. Budgeting & Financial Administration

Assist management with preparing, monitoring, and maintaining operational budgets.

Track expenses and monitor spending against established budgets.

Review invoices, supply costs, staffing expenses, and other operational expenditures.

Help identify potential cost savings and areas of unnecessary spending.

Maintain organized financial records and assist with routine financial reporting.

Communicate budget concerns and significant expense variances to management.

4. Operational Coordination

Work collaboratively with management and employees to coordinate daily administrative and operational needs.

Assist with coordinating staffing, scheduling, supplies, and equipment needs for mobile dental services.

Help establish and maintain consistent operational procedures.

Identify workflow challenges and contribute ideas for improvement.

Assist with coordinating resources to ensure mobile dental teams are adequately staffed and prepared for scheduled services.

Maintain communication between the Louisville office and employees working in the field.

Help address day-to-day operational needs as they arise.

5. Employee Coordination & Team Support

Work collaboratively with employees and mobile dental teams to support daily operations.

Assist with communicating expectations, responsibilities, and important operational updates.

Support employee onboarding, training, and the consistent use of company procedures.

Follow up on assigned responsibilities and help ensure tasks are completed.

Assist with resolving routine operational concerns and communicate issues to the appropriate management personnel.

Promote teamwork, communication, and consistency across all service locations.

6. Reporting & Management Support

Prepare and maintain operational reports for management.

Help track patient volume, insurance verification, billing, invoicing, and operational expenses.

Monitor outstanding administrative tasks and assist with ensuring timely completion.

Communicate operational concerns and contribute recommendations for solutions.

Provide administrative support to management with planning and day-to-day business operations.

Required Qualifications

Dental industry experience is required.

Working knowledge of Dentrix Ascend.

Experience with dental insurance verification and understanding of dental insurance benefits.

Experience with invoicing, billing, and insurance-related administrative processes.

Understanding of budgeting, expense tracking, and basic financial reporting.

Strong organizational and administrative skills.

Ability to coordinate and communicate effectively with employees working in multiple locations.

Proficiency in computer systems, Microsoft Office, and Google Workspace.

Strong communication, problem-solving, and time-management skills.

Ability to work independently while contributing effectively as part of a team.

Ability to prioritize responsibilities and manage multiple tasks.

Preferred Qualifications

Previous experience in dental office administration or dental practice management.

Experience with Medicaid, Medicare, commercial dental insurance, and managed care organizations.

Experience coordinating multiple dental offices or mobile dental operations.

Previous supervisory, team coordination, or leadership experience.

Experience with operational reporting and financial tracking.

This is a full-time, on-site position based at Kare Mobile Dentistry's Louisville, Kentucky office.

The individual will work directly with the management and administrative teams while coordinating with mobile dental employees and teams operating throughout the company's service areas.

This is not a remote or primarily field-based position. The employee will be expected to report to the Louisville office and perform daily responsibilities from that location. The position may occasionally require travel to other company locations as business needs arise.

Position Expectations

The Dental Operations Coordinator is expected to be an active and collaborative member of the Kare Mobile Dentistry team. This position requires a hands-on approach to administrative and financial responsibilities, with particular emphasis on accurate insurance verification, proficiency with Dentrix Ascend, timely invoicing, and responsible budget monitoring.

The individual should be comfortable taking initiative, managing assigned responsibilities, communicating effectively with employees and management, and contributing to solutions that improve the company's daily operations.

Success in this role will require a team-oriented approach, attention to detail, flexibility, and a willingness to work collaboratively with others to support the continued growth and efficiency of Kare Mobile Dentistry.