Patient Service Coordinator

Imagine Orthodontic Studio; Town of Florida (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Imagine Orthodontic Studio is seeking a Patient Services Coordinator to be the frontline ambassador and main contact for prospective patients. You will handle lead communications, intake processes, and schedule consultations, guiding patients through the end-to-end process with clear payment timelines and documentation.

The ideal candidate has at least 2 years in reception or healthcare intake, strong Microsoft Office and practice-management software skills, and bilingual Spanish proficiency.

Qualifications

• High School Diploma or equivalent required.
• 2+ years of reception/customer service/call center experience.
• Proficiency with Microsoft Office and lead management applications.
• Experience with dental practice management software preferred.

Responsibilities

• Initiate contact with potential new patients and follow up via phone, email, and SMS.
• Provide high-level customer service and answer patient questions.
• Schedule, coordinate, and confirm initial in-office consultations.
• Educate patients on the end-to-end evaluation process, payments, and required documents.
• Track leads and manage unscheduled, pending, and incomplete contacts.
• Maintain accurate patient records and verify insurance details.
• Route complex billing queries and insurance issues to the appropriate team.
• Generate daily and weekly pipeline reports while complying with HIPAA.

Skills

Customer service

Phone & email communication

Data entry

MS Office

Practice management software

Education

High School Diploma or equivalent

Tools

Dental practice management software

Lead management applications

Job description

The Patient Services Coordinator at Imagine Orthodontic Studio serves as the primary brand ambassador and initial point of contact for individuals seeking orthodontic care. This role focuses on making initial contact with potential new patients, managing lead communication, and executing a seamless intake process to convert inquiries into scheduled consultations. We seek passionate individuals dedicated to our people-first culture and exceptional patient care.

What you'll do

• Initial Contact: Proactively initiate contact with potential new patients and follow up with leads through phone calls, emails, and SMS text channels.
• First Impressions: Provide high-level customer service functions including receiving incoming inquiries, gathering referral information, and answering patient questions.
• Scheduling: Coordinate, schedule, and confirm initial in-office consultations, ensuring data is entered accurately into the practice management software.
• Expectation Setting: Educate prospective patients on the end-to-end evaluation process, preparing them for clinical steps, payment timelines, and necessary documentation.
• Lead Tracking: Maintain and manage unscheduled, pending, and incomplete contact lists to maximize patient acquisition and follow-through.
• Data Integrity: Request, verify, and update comprehensive patient files, including personal demographics, contact information, insurance details, and identification records.
• Administrative Routing: Direct complex billing queries, insurance verification issues, and clinical questions to the appropriate internal office or team member.
• Reporting & Compliance: Generate daily and weekly pipeline reports to track appointment scheduling efficiency while adhering strictly to HIPAA guidelines and company policies.

Qualifications

Minimum

• Education: High School Diploma or equivalent.
• Experience: 2+ years of prior reception, customer service, or centralized call center experience.
• Technical Skills: Proficiency with Microsoft Office, lead management applications, and dental practice management software.

Preferred

• Linguistic: Bilingual proficiency in fluent Spanish (reading, writing, and speaking).
• Industry Experience: Previous experience in healthcare intake, dental administration, or hospitality-driven customer sales.

At Imagine Orthodontic Studio, we believe a confident smile can completely change a person's life. But we aren't your typical, sterile clinical office. We’ve reimagined the entire orthodontic experience to be modern, vibrant, and fun for both our patients and our team. From our sleek, cutting-edge studio environments to our focus on making world-class care accessible, we are changing the face of orthodontics.

We know that an incredible patient experience starts with an incredible team. That’s why we foster a high-energy, collaborative culture where your growth is prioritized, your ideas are heard, and your hard work is celebrated. If you are passionate about patient care, love a fast-paced environment, and want to build a career where you genuinely make people smile every single day—you belong at Imagine.

Imagine the possibilities for your career. Come smile with us!