Patient Coordinator

Simply Dental; Ludlow, West Brookfield (MA, MA); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Paid vacation

Paid holidays

Paid sick time

Dental benefits

Orthodontic benefits

401(k) plan

Consistent schedule

Job summary

Simply Orthodontics in Ludlow, MA is seeking an Orthodontic Patient Coordinator to be the first impression for patients and families. You will help check-in, schedule visits, and ensure a smooth, comfortable orthodontic journey in a fast-paced setting.

Part-time and full-time options are available; you will work across Ludlow and West Brookfield offices. Experience in dental front desk and insurance verification is highly valued, with a focus on patient service and accuracy.

Qualifications

• Experience in an orthodontic or dental office preferred.
• Hands-on experience verifying insurance and understanding benefits.
• Proven ability to manage a busy schedule and multitask in a fast-paced environment.
• Strong communication skills with patients and families.
• High attention to detail in handling patient information, scheduling, and payments.
• Professional presence with a positive, team-oriented mindset delivering customer service.

Responsibilities

• Greet patients and families to set a welcoming, high-energy tone.
• Manage a busy orthodontic schedule, minimize wait times, resolve scheduling issues.
• Coordinate appointments for exams, adjustments, retainer checks, and follow-ups.
• Act as the liaison between patients, families, and clinical team for smooth handoffs.
• Support patients through check-in to check-out, including payments and questions.
• Confirm appointments, verify insurance, manage recalls, and follow up on overdue visits.
• Keep accurate patient records compliant with HIPAA standards.
• Maintain a clean, organized, professional front office environment.
• Collaborate with the orthodontic team to support daily operations.

Skills

Communication skills

Insurance verification

Multitasking

Customer service

Attention to detail

HIPAA compliance

Tools

Practice management software

Job description

Job Details

Job Location: Ludlow, MA 01056

Position Type: Full-Time/Part-Time

Salary Range: $22.00 - $25.00 Hourly

Job Category: Health Care

At Simply Orthodontics, the Orthodontic Patient Coordinator is more than a front desk role — you are the first impression and a key part of creating a welcoming, positive experience for every patient and family. From check-in to scheduling future visits, you help keep the office running smoothly while ensuring patients feel comfortable and supported throughout their orthodontic journey. If you thrive in a fast‑paced, patient‑focused environment and know how to keep a busy schedule organized, we’d love to meet you.

Schedule: Part-time and full-time opportunities available; must be able to work out of both our Ludlow and West Brookfield offices

Responsibilities

• Create a welcoming, high-energy environment by greeting patients and families and setting the tone for an exceptional visit


• Keep the day running smoothly by managing a busy orthodontic schedule, minimizing wait times, and proactively resolving scheduling challenges as they arise


• Coordinate appointments for new patient exams, adjustment visits, retainer checks, and follow‑up care with accuracy and attention to detail


• Serve as the connection point between patients, families, and the clinical team, ensuring smooth communication and seamless handoffs throughout the day


• Support patients through their visit — from check-in to check-out — including scheduling future appointments, collecting payments, and answering general questions


• Stay ahead of the schedule by confirming appointments, verifying insurance, managing recalls, and following up with missed or overdue appointments


• Maintain accurate patient records and ensure all documentation and processes align with HIPAA standards


• Contribute to a clean, organized, and professional front office environment


• Collaborate closely with the orthodontic team to support day-to-day office operations and create a positive patient experience

This is an opportunity to join a well‑run, team‑oriented orthodontic practice where your role is essential to both the patient experience and the success of the office.

Full‑time Benefits

• Health insurance starting on your first day of employment


• Vision insurance


• Paid vacation time


• Paid holidays


• Paid sick time


• Dental and orthodontic benefits


• 401(k) retirement plan with employer contribution


• Consistent, set schedule (no weekends!)

Please note: Part-time employees are not eligible for benefits

Qualifications

• Previous experience in an orthodontic or dental office setting is preferred


• Hands‑on experience verifying insurance and a strong understanding of orthodontic benefits, coverage, and patient responsibility is highly desired


• Proven ability to manage a busy schedule and multitask in a fast‑paced environment


• Strong communication skills with the ability to provide an exceptional patient and family experience


• High attention to detail and accuracy in handling patient information, scheduling, and payments


• Professional presence with a positive, team‑oriented mindset that delivers exceptional customer service


• Comfort using orthodontic/dental practice management software and standard office tools

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