Patient Coordinator

Socket.dev; Chippewa Falls (WI); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Competitive pay

Medical, Dental, Vision Insurance

401K with company contributions

Short Term Disability

Life Insurance

Paid time off + holidays

Pediatric dental/orthodontic benefits

Job summary

Smiles in Motion is seeking a Patient Coordinator to be the primary point of contact for patients, handling appointment scheduling, records management, and insurance verifications to ensure a smooth dental visit from start to finish.

You will work with clinical staff to coordinate treatment plans, address billing questions, and maintain HIPAA compliant processes while delivering compassionate, detail‑oriented service in a busy, multi‑location practice.

Qualifications

• Healthcare office experience preferred.
• Knowledge of dental terminology and insurance processes advantageous.
• Associate degree or certification in healthcare administration or related field preferred.

Responsibilities

• Greet and welcome patients, maintaining a friendly, professional atmosphere.
• Schedule, confirm, and reschedule appointments using practice software.
• Manage patient records and update information and treatment plans accurately.
• Verify insurance coverage and explain benefits and financial responsibilities.
• Coordinate communication between patients and dental staff for treatment planning and follow-up.
• Handle patient inquiries via phone, email, and in person with clear information.
• Assist with billing processes, including payments and questions.
• Maintain HIPAA compliance and data security.

Skills

Communication

Organization

Practice management software

Electronic Health Records

Problem-solving

Empathy

Interpersonal skills

Bilingual (Spanish)

Education

Associate degree or healthcare admin certification

Tools

Practice management software

Electronic Health Records (EHR)

Job description

Be a part of something special!

About the Role:

The Patient Coordinator at Smiles in Motion serves as the primary point of contact for patients, ensuring a seamless and positive experience from appointment scheduling through treatment completion. This role is pivotal in managing patient communications, coordinating appointments, and facilitating the flow of information between patients and clinical staff. The Patient Coordinator is responsible for maintaining accurate patient records, handling insurance verifications, and assisting with billing inquiries to support efficient office operations. By fostering a welcoming and organized environment, the coordinator helps to enhance patient satisfaction and supports the overall success of the dental practice. This position requires a compassionate, detail-oriented individual who can multitask effectively while maintaining professionalism and empathy in all patient interactions.

Responsibilities:

• Greet and welcome patients upon arrival, ensuring a friendly and professional atmosphere.
• Schedule, confirm, and reschedule patient appointments using the practice management software.
• Manage patient records, including updating personal information and treatment plans accurately.
• Verify insurance coverage and assist patients with understanding their benefits and financial responsibilities.
• Coordinate communication between patients and dental staff to facilitate treatment planning and follow-up care.
• Handle patient inquiries via phone, email, and in-person, providing clear and timely information.
• Assist with billing processes, including processing payments and addressing patient billing questions.
• Maintain compliance with HIPAA and other regulatory requirements related to patient confidentiality and data security.

Skills:

The Patient Coordinator utilizes strong communication skills daily to interact effectively with patients, dental staff, and insurance providers, ensuring clarity and professionalism in all exchanges. Organizational skills are essential for managing appointment schedules, patient records, and billing information accurately and efficiently. Proficiency with practice management software and electronic health records enables the coordinator to maintain up-to-date patient data and streamline office workflows. Problem-solving skills are applied when addressing patient concerns, insurance issues, or scheduling conflicts to provide timely resolutions. Additionally, empathy and interpersonal skills are critical in creating a welcoming environment that supports patient comfort and trust throughout their care experience.

Preferred Qualifications:

• Previous experience in a healthcare or dental office environment preferred.
• Basic knowledge of dental terminology and insurance processes.
• Associate degree or certification in healthcare administration or related field.
• Experience with dental insurance verification and billing procedures.
• Familiarity with electronic health records (EHR) systems.
• Bilingual abilities, especially in Spanish, to support diverse patient populations.
• Customer service training or experience in a patient-facing role.

Position Details:

• Full-Time
• Monday - Friday: 7:30AM - 4:30PM
• Pay Range: $19 - $21
• Multi Location Practice: Chippewa Falls, Eau Claire, Menomonie

Benefits:

• Competitive pay and growth opportunities
• Medical, Dental, & Vision Insurance
• 401K with company contributions
• Short Term Disability
• Life Insurance
• Paid time off + Paid holidays
• Free and discounted pediatric dental and orthodontic treatments