Patient Coordinator

Smiles In Motion; Eau Claire (WI); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

401K with company contributions

Short Term Disability

Life Insurance

Paid time off + paid holidays

Free and discounted pediatric dental/—

Competitive pay and growth opportunit

Job summary

Smiles In Motion seeks a Patient Coordinator to serve as the primary contact from scheduling through treatment completion. You will manage patient communications, coordinate appointments, and support billing inquiries while maintaining accurate records.

The role requires compassionate, detail-oriented individuals who can multitask professionally. Experience in dental offices plus HIPAA knowledge is highly valued; full-time hours are Monday–Friday, 7:30 AM–4:30 PM, with competitive benefits.

Qualifications

• Healthcare office experience preferred.
• Associate degree or healthcare-related certification required.
• Bilingual abilities, especially Spanish, preferred.
• Experience with dental insurance verification and billing procedures.
• Familiarity with EHR systems and practice management software.

Responsibilities

• Greet and welcome patients with a friendly, professional atmosphere.
• Schedule, confirm, and reschedule appointments using the practice software.
• Maintain accurate patient records and treatment plans.
• Verify insurance coverage and explain benefits and costs.
• Coordinate communication between patients and dental staff for treatment planning.
• Handle patient inquiries via phone, email, and in person.
• Assist with billing, processing payments and resolving questions.
• Ensure HIPAA compliance and data security.

Skills

Communication

Multitasking

Empathy

Interpersonal skills

Problem-solving

Education

Associate degree or certification in healthcare administration

Tools

Practice management software

Electronic health records (EHR)

Job description

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.
• Full-Time
• Monday - Friday: 7:30AM - 4:30PM
• Pay Range: $19 - $21
• Competitive pay and growth opportunities
• 401K with company contributions
• Short Term Disability
• Life Insurance
• Paid time off + Paid holidays
• Free and discounted pediatric dental and orthodontic treatments