Dental Patient Care Coordinator

Beachwood Dental; Wesley Chapel (FL); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Comprehensive training

Competitive benefits package

Team-focused environment

Job summary

Beachwood Dental in Wesley Chapel, Florida, is seeking a friendly and organized front office team member to assist in creating positive patient experiences. The role involves administrative duties, managing patient communications, and maintaining records while promoting a supportive and team-oriented environment.

The successful candidate will have strong patient relations skills, proficiency in dental software and Microsoft applications, and the ability to handle a fast-paced setting effectively. The position includes a competitive benefits package and growth opportunities.

Qualifications

• Must be organized and friendly interacting with patients.
• Ability to stand, walk, and manage multiple tasks in a fast-paced environment.
• Knowledge of filing procedures and systems for records management.

Responsibilities

• Welcome and dismiss patients, assist with scheduling, and maintain patient records.
• Handle patient communications and manage patient flow effectively.
• Collect co-payments and manage office protocols and procedures.

Skills

Exceptional patient relations skills

Computer proficiency (Microsoft Word, Excel, dental software)

Facilitation and problem solving

Legible writing and basic arithmetic skills

Leadership: professionalism, integrity, dedication

Tools

Dental software

Microsoft Word

Microsoft Excel

Business machines (fax, copier, scanner)

Job description

Join the Beachwood Dental family where every role is vital and every team member is valued. We are seeking a friendly and organized front office team member to help create positive experiences for our patients.

Position Summary

Performs a variety of administrative, general reception, insurance, and data entry duties in a cheerful and efficient manner while promoting a safe environment of minimal stress. Responsibilities include welcoming and dismissing patients, assisting with scheduling, collecting co‑payments, answering telephone calls, maintaining patient records, coordinating patient flow, routing x‑rays, managing re‑care and reactivation, and accurately documenting all patient communications in the chart and Practice Management system.

Physical Requirements

Must be able to stand, walk, stoop, bend, sit, and move for extended periods; demonstrate good eye–hand coordination, visual acuity, and hearing. Must adapt to a spontaneous, fast‑paced environment with a calm professional demeanor.

Competencies

• Exceptional patient relations skills
• Maintain a friendly attitude with patients and staff under pressure
• Handle interruptions and manage multiple priorities
• Speak, understand, and write English proficiently
• Knowledge of correct grammar, spelling, and punctuation
• Knowledge of organizational filing procedures and systems
• Proficiency in alphabetizing and filing
• Legible writing and basic arithmetic skills
• Meet deadlines and work unsupervised
• Perform essential duties as listed in the Daily Task inventory

Skills

• Computer: Microsoft Word, Excel, dental software, Internet, and email
• Business machines: fax, copier, scanner, credit card terminal, multiple phone lines
• Facilitation, problem solving, and presentation skills
• Leadership: professionalism, discretion, integrity, honesty, dedication, and punctuality

Specific Responsibilities

Office Protocol

• Open front office on time according to procedures and protocol
• Answer telephone calls per the Telephone Skills Protocol – first voice on the phone
• Check voicemails and incoming calls
• Check emails at the start of the day and every 2–3 hours
• Check in patients and greet by name, alerting staff of arrival
• Turn on voicemail system at closing
• Back up computer system
• Close the front office according to procedures and protocol
• Inform Practice Administrator of any non‑functioning equipment
• Inform Practice Administrator of office supply needs while keeping costs low

Records Management

• Gather, update, and maintain patient contact and insurance information
• Document all new patient referral sources and emails
• Scan all pertinent patient documentation
• Prepare patient information and records (x‑rays) for the next day’s appointments by importing and/or scanning into the patient’s electronic chart
• Assist with all insurance claims, questions, and follow‑up when needed

Scheduling Management

• Greets and welcomes patients and visitors using office protocol
• Stands to greet new patients with eye‑contact and office protocol for check‑in
• Confirms all unconfirmed appointments 48 hours in advance
• Optimizes utilization of the patient communication system (Opera DDS) for new and existing patients
• Ensures welcome registration and link is sent out to all new patients prior to appointment
• Verifies insurance for the next day and the two days ahead for new patients
• Completes the new patient intake as coached to encourage appointment retention
• Check in all patients using office protocol and announce arrival
• Coordinate patient flow with assistants
• Ensure medical history forms and HIPAA forms are updated by patients
• Maintain a tidy, organized, and stocked reception area
• Prepare and mail or email all thank‑you cards/new patient letters
• Manage recall system and reactivate overdue patients
• Follow up on no‑shows and cancellations on the same day and conduct additional follow‑up
• Update ASAP Lists
• Manage hygiene schedules to help meet goals
• Make calls and send letters to reactivate patients
• Contact new patients not scheduled in hygiene
• Collect payments at front desk as a back‑up
• Ensure next appointment for re‑care and, if needed, appointment with the doctor is reserved
• Post checks as a back‑up
• Follow up with Practice Administrator on any patient concerns and/or complaints
• Provide monthly progress reporting and data

Office Participation

• Active participant in team meetings
• Promote team concept by interacting with others and maintaining a no‑gossip policy
• Represent office with a pleasant demeanor, positive attitude, and personal grooming
• Know and support office philosophy and mission
• Promote the practice with enthusiasm and represent its philosophy for patient care and teamwork
• Enlist assistance from others and offer help when asked
• Follow all office policies and manuals
• Prepare for and fully participate in morning huddle
• Perform all other duties as requested by the Practice Administrator and Doctor

Benefits

With a supportive environment, immediate growth opportunities, and a focus on teamwork, the role offers comprehensive training and a competitive benefits package.