Patient Coordinator

Great Expressions; Longmeadow (MA); On-site; USD 32,000 - 42,000; Full time

Job summary

Great Expressions is seeking a Patient Coordinator to be the first point of contact for patients. You will greet, schedule, and manage records, while handling co-pays, insurance, and inquiries to ensure a smooth patient experience at our MA dental practice.

The role requires 1–3 years of receptionist or healthcare customer service experience, a high school diploma, and strong communication in a fast-paced clinical setting.

Qualifications

• Minimum 1–3 years of receptionist or customer service experience in healthcare.
• High school diploma required; healthcare admin cert is a plus.
• Strong communication, organization and confidentiality are essential.

Responsibilities

• Greet patients and ensure a warm, professional welcome.
• Schedule appointments and manage the appointment calendar.
• Maintain patient records and ensure privacy compliance.
• Verify insurance information and collect co-pays/deductibles.
• Process insurance claims and liaise with providers as needed.
• Answer inquiries by phone/email and communicate policies clearly.
• Prepare patients with pre-appointment forms and instructions.
• Keep reception area organized and coordinate with staff for flow.

Skills

Customer service

Communication

Receptionist experience

Professional demeanor

Education

High school diploma

Healthcare admin certification (plus)

Tools

Dental practice management software

Job description

As a Patient Coordinator, you will be the first point of contact for patients visiting or calling the dental office. Your primary responsibility is to provide exceptional customer service by greeting patients, scheduling appointments, managing patient records, and handling general administrative tasks. You will play a vital role in ensuring the smooth operation of the dental practice and maintaining a positive patient experience.

Responsibilities:

• Provide a warm and friendly welcome to patients as they arrive at the dental practice.
• Ensure a comfortable and inviting waiting area for patients.
• Maintain a professional and courteous demeanor when interacting with patients.
• Schedule appointments for patients, considering their preferences and the availability of dental staff.
• Confirm and remind patients about upcoming appointments via phone or other communication channels.
• Coordinate with dental staff to manage the appointment calendar efficiently.
• Collect and update patient information accurately, including personal details and medical history.
• Create and maintain patient records in the dental practice management system.
• Ensure patient records are kept confidential and comply with privacy regulations.
• Verify and update patient insurance information.
• Calculate and collect co-pays, deductibles, and other payments from patients.
• Process insurance claims and coordinate with insurance providers for billing inquiries or issues.
• Respond to patient inquiries via phone, email, or in person, providing information about dental services, appointment availability, and general practice policies.
• Provide clear instructions to patients regarding pre-appointment preparations, forms, and paperwork.
• Maintain the cleanliness and organization of the reception area.Coordinate with dental staff to ensure a smooth patient flow and optimize scheduling efficiency.
• Communicate effectively with dental hygienists, assistants, and dentists regarding patient arrivals, emergencies, or changes in scheduling.

Requirements:

• 1-3 years of proven experience as a receptionist or in a customer service role, preferably in a dental or healthcare setting.
• High school diploma or equivalent; additional education or certification in healthcare administration or related field is a plus.