Recall Coordinator

Bernstein Orthodontics; Santa Rosa (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Bernstein Orthodontics in Santa Rosa, CA is seeking a Recall Coordinator to manage sales follow-up, new patient intake, and OBS program support in the region. The role emphasizes timely follow-ups, converting consults to treatment, and building strong patient relationships.

The candidate will need excellent communication skills, a task-oriented mindset, and the ability to handle multiple recall lists, while coordinating with dentists and families to promote early orthodontic care.

Qualifications

• Strong communication and attention to detail required.
• Highly motivated personality.
• Bilingual in Spanish.

Responsibilities

• Manage recall coordination with high focus and task orientation.
• Communicate effectively with patients and providers.
• Handle new patient intake calls and emails.
• Present treatment plans and discuss financial options.
• Follow up to keep schedules filled.
• Review charts and ensure intake information is complete.
• Proactively follow up on leads and missed appointments.

Skills

Communication skills

Attention to detail

Highly motivated

Spanish bilingual

Job description

Description

Recall Coordinators are responsible for all Sales Related follow-up (New Patient and other Consults) throughout the company and will manage the OBS program in their region. Additionally, they will see any overflow of New Patient Exams each patient day. The Recall Coordinator must be task oriented and able to methodically manage multiple recall lists while completing these tasks in a timely manner. They must be personable, highly motivated individuals who learn and adapt quickly. They must be able to overcome objections by listening, observing, asking questions & directing the conversation. The Recall coordinator must be outgoing, have great conversational skills and be a team player. This position promotes the practice and builds relationships with patients, parents, general/pediatric dentists and other providers. The Recall Coordinator's goal is to listen to patients' needs and use verbal skills to remove barriers necessary to provide patients with the treatment they need and request.

Job Duties Includes:

• Recall coordinator must be task oriented with high focus
• Must have excellent communication skills
• Maintains customer relationship to encourage repeat business and referrals.
• Has full understanding of treatments, products, services, and any offers currently running.
• Effectively connects to prospective patients, can relay the value of treatment and affordability.
• Can Explain the importance of orthodontics and the importance of early orthodontic evaluations and monitoring the patient growth and development
• Can overcome objections by listening, observing, asking questions & directing the conversation, answering questions.
• Responsible for New patient intake calls, and incoming new patient emails.
• Call and confirm new patient appointments. During calls collect all information prior to appointment.
• Review charts to ensure all intake information has been received and documented accurately to increase the likelihood of Same Day starts
• Completes all Patient Recall for New patient, needs recall, pending specialist, OBS, OBS for Ph II, missed appointment follow up.
• Proactively works on leads and follow up to keep schedules filled.
• Follow up call with patients that failed to keep appointment or that have been sent to specialist for pending treatment.
• Presenting Treatment plans, discussing financial options and executing contracts.

Minimum Qualifications:

• Strong communication and attention to detail skills required.
• Highly Motivated personality.
• Bilingual- Spanish speaker

Physical and Environmental Requirements:

• Active throughout day: sitting standing walking bending
• Working on computer monitor and phone daily
• Must be able to communicate effectively
• Finger dexterity to access and enter computer data