Mobile Treatment Coordinator – Assistant Manager

PopUp Smiles; Newport Beach (CA); Hybrid; USD 59,000 - 72,000; Full time

Benefits offered by this job

40 hours PTO per 12 months

Paid holidays

Travel opportunities

Job summary

PopUp Smiles is seeking a Mobile Treatment Coordinator – Assistant Manager to support and enhance clinical operations during mobile dental visits. The role centers on treatment planning, financial coordination, and patient communication in a travel-heavy environment.

The ideal candidate is detail-oriented, professional, tech-savvy, comfortable with travel, and able to represent PopUp Smiles with integrity and professionalism across mobile clinics nationwide.

Qualifications

• Bachelor's degree or equivalent preferred; dental-specific education a strong plus.
• 2–4 years in a dental treatment coordinator/front-office/clinical admin role.
• Certifications in treatment planning, patient communication, or healthcare administration valued.

Responsibilities

• Present personalized treatment plans to patients clearly and compassionately.
• Explain procedures, treatments and options to patients for informed decisions.
• Discuss financial policies, payment options, and third-party financing; assist with plans.
• Confirm insurance eligibility and plan details to explain benefits.
• Coordinate scheduling, follow-up care and admin communications.
• Prepare and submit dental claims with accurate data.
• Manage check-in/check-out and document services rendered.
• Reconcile daily transactions and end-of-day reports; support HIPAA compliance.
• Travel is required, including out-of-state assignments up to two months.

Skills

Communication

Active listening

Interpersonal skills

Dental software

Microsoft Office

Problem solving

Education

Bachelor's degree or equivalent

Dental training a plus

Job description

Mobile Treatment Coordinator– Assistant Manager

Position Summary

PopUp Smiles is currently hiring a Mobile Treatment Coordinator – Assistant Manager to support and enhance clinical operations in a mobile dental environment.

This key role bridges the gap between clinical care and patient engagement by overseeing treatment planning, financial coordination, and patient communication.

The ideal candidate is detail-oriented, professional, tech-savvy, and comfortable with travel.

Candidates must demonstrate excellent interpersonal skills, a service-first mindset, and the ability to represent PopUp Smiles with integrity and professionalism.

Key Responsibilities

• Collaborate directly with dentists and clinical team members to present personalized treatment plans to patients in a clear, compassionate and professional manner.
• Explain dental procedures, proposed treatments, and available options to patients to ensure informed decision-making.
• Discuss financial policies, payment options, and third-party financing solutions; assist patients with navigating costs and arranging suitable payment plans.
• Confirm dental insurance eligibility, coverage details, and plan limitations to help patients understand their benefits.
• Coordinate scheduling, follow-up care, and administrative communications between patients and the practice.
• Prepare and submit dental claims; ensure accurate data entry and documentation for billing purposes.
• Manage the check-in and check-out process, ensuring all patient information is accurately recorded and services rendered are documented.
• Reconcile daily transactions, generate end-of-day reports, and support compliance with documentation standards and privacy laws (e.g., HIPAA).
• Travel is required, including out-of-state assignments lasting up to two months at a time (with advance notice and full logistical support provided).

Qualifications

• Education: Bachelor's degree or equivalent professional experience preferred. Dental-specific education or training is a strong plus.
• Experience: Minimum 2–4 years in a dental treatment coordinator, front office, or administrative role within a clinical or healthcare environment. Familiarity with mobile healthcare is advantageous.
• Certifications: Relevant certifications in treatment planning, patient communication, or healthcare administration are valued.

Core Competencies & Skills

• Exceptional verbal and written communication abilities; able to convey complex information in a patient-friendly manner.
• Strong critical thinking and problem-solving skills in both clinical and administrative settings.
• Active listening and interpersonal awareness with a commitment to service excellence.
• Proficiency in dental software systems, insurance platforms, and Microsoft Office Suite.
• High ethical standards, sound judgment, and the ability to maintain confidentiality and professionalism in all interactions.
• Flexibility and adaptability to changing environments, schedules, and patient needs.

This role involves significant travel, physicality, and requires adaptability to various mobile clinic settings.

Travel may include consecutive days or weeks away from home. All travel is coordinated and supported by PopUp Smiles logistics and operations teams.

Job Type

Full-time

Treatment Coordinator: 2 years (Preferred)

$65,000 + Bonus

You will be eligible to participate in any benefit plan that the Company has adopted or may adopt, maintain, or contribute to for the benefit of its regular employees generally, subject to satisfying any applicable eligibility requirements.

Holidays

After six months of service, the Company recognizes the following holidays as paid holidays:

• New Year’s Day: January 1
• Memorial Day: Last Monday in May
• Independence Day: July 4
• Labor Day: First Monday in September
• Thanksgiving Day: Fourth Thursday in November
• Christmas Day: December 25

Paid Time Off

You will also receive 40 hours of paid time off per 12 months worked, up to a maximum accrual of 80 hours.

You will be required to coordinate all time off with your manager, while ensuring your work is completed and you meet your goals and objectives at a satisfactory level.

Work Location

On the road, across the country and Newport Beach, CA