Ortho Patient & Treatment Coordinator

Kids Care Dental And Orthodontics; San Jose (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Kids Care Dental & Orthodontics in San Jose seeks an Orthodontic Patient & Treatment Coordinator who thrives in a fast-paced, family-friendly environment. This hybrid role blends front office operations with treatment coordination, scheduling, and financial case presentation to guide patients from their first visit through treatment acceptance.

You will welcome patients, manage check-in/out, schedule appointments, and explain insurance benefits and payment options, while keeping Dentrix updated

Qualifications

• Dental front office or orthodontic setting experience preferred.
• Ability to present treatment options and financial arrangements.
• Familiarity with Dentrix or similar practice management software is a plus.
• Strong communication and customer service skills.

Responsibilities

• Welcome patients and families with warmth and professionalism.
• Present orthodontic treatment recommendations and financial options.
• Coordinate patient flow between front and clinical teams and manage scheduling.
• Process check-ins/outs and handle billing inquiries.

Skills

Front office experience

Treatment coordination

Dental software Dentrix

Customer service

Communication skills

HIPAA compliance

Tools

Dentrix Software

Job description

At Kids Care Dental & Orthodontics, we don't just care for smiles, we create them. Our mission is to give every child a healthy smile by delivering exceptional dental and orthodontic care in a fun, welcoming environment. We believe that when children enjoy going to the dentist, healthy habits and confident smiles follow. We're looking for an energetic, compassionate, and service-driven team member who loves working with children and families while helping patients begin their orthodontic journey with confidence.Position SummaryThe Orthodontic Patient & Treatment Coordinator serves as the primary advocate for patients and families throughout their orthodontic experience. This hybrid role combines front office excellence, treatment coordination, scheduling, and financial case presentation to ensure every patient receives outstanding service from their first visit through treatment acceptance. The ideal candidate is personable, organized, proactive, and comfortable discussing treatment recommendations and financial arrangements while creating a positive, memorable experience for every family.Patient Coordinator & Front Office Operations· Welcome patients and families with warmth, professionalism, and enthusiasm· Manage patient check-in and check-out processes· Answer incoming calls and assist patients with scheduling, questions, and follow-up needs· Assist patients with forms, paperwork, and account updates· Coordinate patient flow between the front and clinical teams· Maintain a clean, organized, and welcoming reception area· Perform daily opening and closing proceduresOrthodontic Treatment Coordination· Present orthodontic treatment recommendations and financial options with confidence and clarity· Educate patients and families on treatment plans and next steps· Assist patients in understanding insurance benefits, payment options, and financial arrangements· Support treatment acceptance and patient onboarding· Serve as a trusted resource throughout the patient's treatment journeyScheduling & Financial Administration· Schedule and confirm appointments according to office protocols· Maintain productive provider schedules and optimize appointment flow· Collect co-pays, payments, and deposits· Accurately enter patient information, charges, and payments in Dentrix· Assist with billing inquiries and account resolution· Prepare correspondence, reports, and documentation as neededTeam & Compliance Responsibilities· Participate in team meetings and office initiatives· Support marketing and patient retention efforts· Maintain compliance with HIPAA, OSHA, ADA, Dental Board regulations, and company policies· Protect patient confidentiality and sensitive information· Perform additional duties as assignedLiving Our KCDO ValuesKnowledge: We communicate transparently, sharing knowledge with clarity and integrity to build trust.Creativity: We embrace change, challenge the status quo, and create new solutions that move us forward with curiosity, imagination, and a sense of fun.Dependability: We succeed together by supporting, respecting, and elevating one another. Our dependability strengthens every partnership.Ownership: We are accountable for our actions and commitments, holding ourselves and each other to the highest standards.QualificationsPreferred Experience· Dental, orthodontic, or healthcare front office experience preferred· Treatment coordination, case presentation, or sales experience preferred· Experience with Dentrix or similar practice management software is a plusSkills & Attributes· Passion for working with children and families· Exceptional customer service and relationship-building skills· Strong communication and presentation abilities· Positive, energetic, and team-oriented attitude· Excellent organizational and multitasking skills· Detail-oriented with strong follow-through· Self-motivated, dependable, and proactive· Professional appearance and demeanor· Comfortable discussing financial arrangements and helping patients make informed decisions· Demonstrates the KCDO values of Knowledge, Creativity, Dependability, and Ownership· Communicates with transparency, professionalism, and integrity· Takes initiative and follows through on commitments· Thrives in a collaborative, team-oriented environment· Embraces change and contributes ideas that improve patient and team experiences