Patient Coordinator

First Choice Dental; Madison (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

First Choice Dental is seeking a Patient Coordinator to welcome patients, manage scheduling, and act as the liaison between patients and the clinical team. The role focuses on delivering an exceptional first impression and a seamless front-office experience.

The ideal candidate is organized, service-driven, and comfortable using dental software and phone systems to support a hospitality-focused patient journey.

Qualifications

• Excellent customer service and communication skills.
• Strong organizational and detail-oriented approach.
• Ability to multitask and stay calm in a busy front-office environment.
• Team player with a positive attitude and responsive communication.
• Experience with dental or healthcare/front-desk operations preferred.

Responsibilities

• Welcome patients with professionalism and warmth.
• Schedule appointments and manage patient flow throughout the day.
• Answer phones and assist with office communication.
• Explain treatment estimates and payment options; verify insurance benefits.
• Maintain accurate patient records and documentation.
• Support clinical team by ensuring efficient front office operations.
• Handle patient concerns with empathy and discretion.
• Assist with patient retention and reactivation efforts.
• Ensure HIPAA confidentiality standards are maintained.

Skills

Customer service

Communication

Organization

Multitasking

Team player

HIPAA compliance

Tools

Dental software

Job description

Patient Coordinator

Be the Reason Patients Feel Welcome, Supported, and Confident in Their Care

At First Choice Dental, we believe the patient experience starts long before treatment begins. We are looking for a warm, organized, and service-driven Patient Coordinator who thrives in a fast-paced environment and genuinely enjoys helping people feel cared for, informed, and comfortable.

Job Description

This role is perfect for someone who loves creating exceptional first impressions, keeping schedules running smoothly, and being a trusted connection between patients and the clinical team.

What You’ll Do

• Welcome patients with professionalism, warmth, and positive energy
• Manage appointment scheduling, confirmations, and patient flow throughout the day
• Answer phones, respond to patient questions, and assist with general office communication
• Verify insurance benefits and help patients understand treatment estimates and payment options
• Maintain accurate patient records and documentation
• Support the clinical team by ensuring efficient front office operations
• Handle patient concerns with empathy, discretion, and professionalism
• Help create an organized, high-end, hospitality-focused patient experience
• Assist with patient retention efforts, follow-up communication, and reactivation initiatives
• Ensure HIPAA compliance and confidentiality standards are consistently maintained

What We’re Looking For

• Strong customer service and communication skills
• Positive attitude with a team-first mindset
• Highly organized with strong attention to detail
• Ability to multitask and remain calm in a busy environment
• Comfortable using dental software, phones, scheduling systems, and technology
• Previous dental, healthcare, hospitality, or customer service experience preferred
• Passion for creating an outstanding patient experience

Why You’ll Love It Here

• Supportive and collaborative culture
• Opportunities for growth and development
• Modern, patient-centered environment
• Meaningful work that helps people feel confident and cared for
• Team-focused atmosphere where your contributions truly matter

The Ideal Candidate

You are the type of person who remembers names, notices details, stays organized under pressure, and makes people feel comfortable the moment they walk through the door. You understand that a great patient experience is just as important as great clinical care.

If you love helping people and want to be part of a team that values professionalism, positivity, and excellence — we’d love to meet you.

First Choice Dental

• Professional Excellence
• Exceptional Patient Care