Patient Care Coordinator, Orthodontics

Dental Depot DFW; Moore (OK); On-site; USD 21,000 - 34,000; Full time

Job summary

Dental Depot Orthodontics Moore PLLC is seeking a Patient Care Coordinator to guide patients through orthodontic treatment, explain plans and financing, and coordinate insurance benefits. The role supports clinical and administrative teams to ensure smooth patient experiences.

The position requires strong communication, efficient documentation, and familiarity with dental software. It may involve relocation between Dental Depot clinics as needed and adherence to OSHA/HIPAA policies.

Qualifications

• High School diploma or GED required.
• No prior experience required.
• Current Oklahoma Dental Assisting Permit required; Radiation Safety Permit within 6 months of employment.
• Proficiency with Dolphin dental software and Microsoft Office.
• Valid driver’s license and vehicle insurance; annual MVRC check.
• Familiarity with CDT codes and dental billing procedures.

Responsibilities

• Present treatment plans and financing options to patients and guardians.
• Create financial proposals based on insurance coverage and patient needs.
• Educate patients on financial responsibilities and coverage details.
• Submit Medicaid pre-authorizations and follow up as needed.
• Maintain patient accounts and conduct recalls and follow-ups.
• Utilize CDT codes and dental software to document activities.
• Coordinate with Office Manager and orthodontist on approvals.
• Prepare reports and communicate concerns professionally.

Skills

Accuracy

Analytical Skill

Oral communication

Written communication

Detail Oriented

Time management

Organized

Initiative

Honesty/Integrity

Education

High School Graduate or GED

Tools

Dolphin

Microsoft Office Suite

Job description

Dental Depot Orthodontics Moore PLLC - Moore, OK 73160

Description

Position Summary

The Patient Care Coordinator is responsible for guiding patients through the orthodontic treatment process by presenting the doctor's recommended treatment plan, explaining financial options, and coordinating insurance benefits and payment arrangements. This role provides education on orthodontic treatment, ensures accurate documentation, and collaborates with clinical and administrative teams to deliver exceptional patient experience while supporting the overall efficiency and success of the practice.

Essential Functions

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

• Reviews treatment plan with the orthodontist or Office Manager prior to presenting to patients.
• Create financial proposals based on each patient's insurance coverage, if applicable, and individual financial needs.
• Present the orthodontist's recommended treatment plan effectively with patients and/or their legal guardians, including applicable insurance coverage and financing options.
• Educate patients on their financial responsibilities based on their specific insurance coverage.
• Assist patients with third-party financing options utilized by Dental Depot, including Alphaeon and CareCredit.
• Create, submit, and follow up on Medicaid pre-authorizations.
• Accurately document financial arrangements on the patient account.
• Monitor and maintain patient accounts.
• Conduct patient recall activities and follow-up communication.
• Assists in converting eligible patients to same-day treatment.
• Understand and accurately utilize CDT codes.
• Operate assigned software systems proficiently, including Dolphin, Microsoft SharePoint, and DentalBytes.
• Prepare and submit required reports accurately and within established deadlines.
• Communicate patient concerns promptly to the Office Manager or orthodontist.
• Communicate courteously and professionally with patients, parents/legal guardians, and clinical and administrative team members.
• Utilize effective conflict resolution and problem-solving skills to address interpersonal conflicts and patient concerns.
• Treat patients, visitors, and co-workers with respect, courtesy, and professionalism.
• Comply with all Dental Depot policies and procedures as well as OSHA and HIPAA regulations.
• Position may be required to relocate to other Dental Depot clinics either permanently or on a short-term basis due to office needs, on a as needed basis at the discretion of Management.
• Maintain regular and reliable attendance
• Performs other duties and responsibilities as assigned by supervisors or management to support the needs of the office.
• Incorporates doctor-prescribed treatment plan for general dentistry patients with insurance and financing.
• Communicates effectively with patients and/or legal guardian regarding proposed treatment plan and associated financial cost.
• Communicates effectively, courteously, and professionally with patients, parents/legal guardians, and clinical and administrative staff.
• Informs patient of their fiscal responsibilities with respect to their particular insurance coverage.
• Assists patients with third party billing systems utilized by Dental Depot, i.e., CareCredit.
• Reviews treatment plan with Doctor or Dental office Manager prior to presenting to patients.
• Understands and utilizes CDT codes.
• Posts and reviews general dentistry payments and procedures.
• Balances day sheet for general dentistry and closes the office at least one night per week.
• Works with administrative and clinical staff to assure that firm financial arrangements are made for patient treatment.
• Treats patients, visitors and co-workers with respect and courtesy.
• Proficiently uses conflict resolution and problem-solving techniques in managing interpersonal conflict and patient complaints.
• Efficiently operates assigned computer software (i.e., EagleSoft, and Microsoft Office Suite).
• Prepares and delivers reports on time.
• Assists with commencing same day patient treatment and scheduling follow-up appointments.
• Create and follow up with Medicaid pre-authorizations.
• Prepare financial over the counter reports daily.
• Documents financial arrangements on the Patient Financial Arrangements form.
• Communicate patient concerns to Dental Office Manager or Doctor.
• Complies with: Dental Depot policies and procedures; OSHA policies, procedures, rules, and regulations; and HIPAA policies, procedures, rules, and regulations.
• Position may be required to relocate to other Dental Depot clinics either permanently or on a short-term basis due to office needs, on an as needed basis at the discretion of Management.
• Maintain regular and reliable attendance

Qualifications

Position Qualifications

Education:

High School Graduate or General Education Degree (GED): Required

Experience:

No prior experience necessary

Certifications & Licenses:

Current Oklahoma Dental Assisting Permit Required. Radiation Safety and Protection Permit Required within 6 months of employment with Dental Depot.

Computer Skills:

Dental software experience is preferred, with familiarity in Dolphin considered a plus but not required. A working knowledge of Microsoft Office products, including Word, Excel, Outlook, and Teams, is also preferred but not required.

Other Requirements:

Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment since employee operates Company owned vehicles or drives their own personal vehicle for company business purposes. Understands dental insurance benefits, Medicaid coverage, secondary insurance, and coordination of benefits. Proficient in using a 10-key or calculator and possesses a general understanding of Current Dental Terminology (CDT) codes.

Skills & Abilities

• Accuracy - ability to perform work accurately and thoroughly.
• Analytical Skill – ability to use thinking and reasoning to solve a problem.
• Business Acumen – ability to understand business concepts and issues.
• Communication Oral – ability to communicate effectively with others using the spoken word.
• Communication Written – ability to communicate in writing clearly and concisely.
• Detail Oriented – ability to pay attention to minute details of a project or task.
• Enthusiastic - ability to bring energy to the performance of a task.
• Tactful - ability to show consideration for and maintain good relations with others.
• Responsible - ability to be held accountable or answerable for one’s conduct.
• Working under pressure - ability to complete assigned tasks under stressful situations.
• Time management - ability to utilize available time, organize and complete work within given deadlines.
• Judgement - ability to formulate a sound decision using the available information.
• Organized - possessing the trait of being organized or following a systematic method of performing a task.
• Ethical - ability to demonstrate conduct conforming to a set of values and accepted standards.
• Motivation – ability to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Goal Oriented - ability to focus on a goal and obtain a predetermined result.
• Initiative - ability to make decisions or take actions to solve a problem or reach a goal.
• Honesty/Integrity - ability to be truthful and be seen as credible in the workplace.