Patient Care Coordinator — Dental & Sleep Medicine Practice

LifeTime Smiles of OC; Tustin (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

LifeTime Smiles of OC and Can't Sleep Center operate together under one roof, offering dental and sleep health care in one elevated, out-of-network private practice. We seek a Patient Care Coordinator to guide patients through out-of-network insurance and financing with confidence.

You will respond to inquiries, convert them to consultations, present plans and pricing, manage referrals, recalls, and scheduling.

Qualifications

• 1 to 3+ years in a medical office setting (front desk, coordinator, or billing/insurance-facing role).
• Comfortable discussing insurance, financing, and out-of-pocket costs with patients.
• Strong, natural communicator who can build trust quickly and isn't afraid of a sales conversation.
• Fluent with AI tools such as ChatGPT or Claude, and quick to adopt new software and systems.
• Organized, proactive, and energized by a fast-moving front office.

Responsibilities

• Respond rapidly to new inquiries by phone, web, and social media, converting them into booked consultations.
• Explain out-of-network insurance, estimated reimbursement, and financing options; this is core to the role.
• Present treatment plans and pricing in a way that builds trust and drives acceptance.
• Track lead conversion and follow up persistently on warm leads that haven't booked.
• Build a simple system for referrals and reactivation; manage recall, reminders, and overdue outreach.
• Greet patients by name and manage check-in to checkout; support scheduling and payment processing.
• Review next-day schedules to close gaps and reduce no-shows; use waitlist to fill openings.

Skills

Communication

Sales conversations

Insurance discussion

Organization

Tech-savviness

Tools

ChatGPT

Claude

Job description

Patient Care Coordinator — Dental & Sleep Medicine Practice

About the Practice

Lifetime Smiles of OC and Can't Sleep Center operate together under one roof, giving patients comprehensive dental and sleep health care in one elevated, out-of-network private practice. We've chosen to stay outside insurance networks so we can deliver a higher standard of care, which means our patients need someone who can guide them through that experience with confidence, not confusion.

About the Role

The Patient Care Coordinator is the growth engine of our practice. You'll manage the full patient journey, from first inquiry to treatment acceptance to long-term loyalty, while helping patients navigate out-of-network insurance and financing with clarity and confidence. This is a high-impact role for someone who's sharp, tech-savvy, and genuinely good with people.

Respond rapidly to all new inquiries by phone, web, and social media, converting them into booked consultations. Confidently explain out-of-network insurance, estimated reimbursement, and financing options; this is core to the role. Present treatment plans and pricing in a way that builds trust and drives acceptance. Track lead conversion and follow up persistently on warm leads that haven't booked.

2. Referral & Reactivation

Build a simple, consistent system for asking happy patients for referrals and reviews. We have the satisfaction; we need someone who knows how to ask. Identify and re-engage patients who've gone inactive, especially those affected by our shift out-of-network. Own recall, reminder, and "overdue" outreach to keep the schedule full.

3. The In-Office Experience

Greet patients by name and set a warm, professional tone from check-in to checkout. Confirm consents and paperwork and prep patients before provider handoff. Communicate patient goals and financial context to the provider ahead of each visit. Support checkout, rescheduling, and payment processing.

4. Daily Scheduling Optimization

Review next-day and two-week schedules to close gaps and reduce no-shows. Use the waitlist to fill last-minute openings. Leave provider notes on patient opportunities ahead of each visit.

Qualifications

1 to 3+ years in a medical office setting (front desk, coordinator, or billing/insurance-facing role); dental experience not required.

Comfortable and confident discussing insurance, financing, and out-of-pocket costs with patients.

Strong, natural communicator who can build trust quickly and isn't afraid of a sales conversation.

Fluent with AI tools such as ChatGPT or Claude, and quick to adopt new software and systems.

Organized, proactive, and energized by a fast-moving front office.