Patient Coordinator

Westbrook Dental; Westbrook (CT); On-site; USD 24,796 - 35,817; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Holiday benefits

Training opportunities

Job summary

Westbrook Dental in Connecticut is seeking a Patient Coordinator to be the first point of contact for patients. You will welcome visitors, answer calls, share treatment information, and help patients feel heard and cared for throughout their visit.

The coordinator also maintains patient records, enters data into CareStack, and coordinates with the Practice Manager to ensure smooth front-office operations. You will handle appointment scheduling, verify insurance, collect payments, and support

Qualifications

• 1+ year in dental, healthcare, or customer service role.
• Strong interpersonal and communication skills.
• Organized and detail-oriented.
• Experience with dental insurance verification and scheduling.
• Familiarity with CareStack or similar dental practice software.
• Commitment to outstanding patient service and teamwork.
• Competitive hourly rate.
• Health, dental, vision, and retirement benefits.
• Paid time off and holidays.
• Training and development opportunities.

Responsibilities

• Greet and welcome patients to create a positive first impression.
• Answer calls, respond to inquiries, and direct to the team.
• Provide information on treatments, policies, and financing.
• Listen with care to create a positive, professional experience.
• Schedule and confirm appointments in the practice management system.
• Coordinate schedules with clinical teams to optimize patient flow.
• Send reminders and confirmations to minimize no-shows.
• Verify demographics, medical histories, and consent forms.
• Schedule follow-up appointments and collect payments or co-pays.
• Verify insurance coverage and benefits prior to appointments.
• Collect and post payments, assist with billing inquiries, and support claim processing.
• Discuss treatment costs and financial arrangements when needed.
• Maintain accurate patient records in HIPAA compliance.
• Enter appointment data and treatment notes into CareStack.
• Monitor and restock front office supplies.
• Assist with filing, correspondence, and other tasks.
• Relay patient updates to clinical staff; prepare documents for visits.
• Maintain a clean, safe reception area; support with travel between locations.

Skills

Customer service

Front desk operations

HIPAA compliance

Dental insurance verification

CareStack familiarity

Attention to detail

Team player

Tools

CareStack

Job description

Job Title: Patient Coordinator

Department: Operations

Reports To: Practice Manager

FLSA Status: Non-Exempt

Position Summary

As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem‑solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check‑in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit.

This is a great role for someone who is friendly, detail‑oriented, and takes pride in creating a smooth, welcoming experience for patients.

Key Responsibilities

Patient Experience & Communication

• Greet and welcome patients warmly to create a positive first impression.
• Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
• Provide information on treatments, policies, and financing options clearly and empathetically.
• Listen with care to create a positive, and professional impression, and a personalized experience.

Appointment Management

• Schedule and confirm appointments in the practice management system.
• Coordinate schedules with clinical teams to optimize patient flow.
• Send reminders and confirmations to minimize no‑shows.

Check‑In / Check‑Out

• Verify and update patient demographics, medical histories, and consent forms.
• Schedule follow‑up appointments and collect payments or co‑pays.

Insurance & Financial Coordination

• Verify insurance coverage and benefits prior to appointments.
• Collect and post payments, assist with billing inquiries, and support claim processing.
• Discuss treatment costs and financial arrangements when needed.

Administrative & Operational Support

• Maintain accurate patient records in compliance with HIPAA.
• Enter appointment data, treatment notes, and updates into CareStack (or other PMS).
• Monitor and restock front office supplies to ensure a professional reception space.
• Assist with filing, correspondence, and other administrative tasks.

Team & Office Support

• Relay important patient updates to clinical staff for seamless coordination.
• Prepare necessary documents and files for patient visits.
• Maintain a clean, safe, and welcoming reception area.
• Support the Practice Manager or Associate Practice Manager with operational duties as needed.
• Willingness to travel between locations as needed.

All other duties as assigned.

Qualifications

• 1+ year of experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred.
• Strong interpersonal and communication skills.
• Organized, detail‑oriented, and proactive.
• Experience with dental insurance verification and patient scheduling preferred.
• Familiarity with CareStack or other dental practice software a plus.
• Commitment to outstanding patient service and team culture.
• Competitive hourly rate.
• Health, dental, vision, and retirement benefits.
• Paid time off and holidays.
• Training and development opportunities with a growing organization.