Patient Coordinator

Capalbo Dental Group of Wickford; Wickford (RI); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Health, dental, vision, and retirement

Paid time off and holidays

Training and development opportunities

Competitive hourly rate

Travel between locations

Job summary

Capalbo Dental Group of Wickford in Rhode Island is seeking a Patient Coordinator to be the first point of contact for patients. You will greet patients, answer calls, schedule appointments, verify insurance, collect payments, and provide clear information about treatments and financing.

This non-exempt, full-time role supports front office operations, ensures HIPAA-compliant records, coordinates with clinical teams, and travels between locations as needed to keep the practice running smoothly.

Qualifications

• 1+ year of experience in dental, healthcare, or customer/patient service roles.
• 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 is a plus.

Responsibilities

• Greet and welcome patients to create a positive first impression.
• Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
• Schedule and confirm appointments in the practice management system.
• Verify insurance coverage and benefits prior to appointments.
• Collect payments or co-pays and assist with billing inquiries.
• Maintain accurate patient records in compliance with HIPAA.
• Relay important patient updates to clinical staff for seamless coordination.

Skills

Interpersonal communication

Organization & detail-orientation

Proactive problem solving

Customer service experience

Insurance verification experience

Tools

CareStack

Job description

Job Title

J ob Title: Patient Coordinator

Department: Operations

Reports To: Practice Manager

FLSA Status: Non-Exempt

Schedule

Monday through Thursday 8:00 am - 5:00 pm

Friday 8:00 am - 4:00 pm

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 isa great rolefor someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience forpatients.

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 theappropriate teammember.
• Provide information on treatments, policies, and financing options clearly and empathetically.
• Listen with care to create apositive, andprofessional impression, and a personalized experience.

Appointment Management

• Schedule and confirm appointments in the practice management system.
• Coordinate schedules with clinical teams tooptimizepatient 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,assistwith billing inquiries, and support claim processing.
• Discuss treatment costs and financial arrangements when needed.

Administrative & Operational Support

• Maintainaccuratepatient records in compliance with HIPAA.
• Enter appointment data, treatment notes, and updates intoCareStack(or other PMS).
• Monitor and restock front office supplies to ensure a professional reception space.
• Assistwith 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+yearof 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 withCareStackor other dental practicesoftwarea 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.