Treatment Coordinator

Progressive Dental Arts; Mermaid (DE); On-site; USD 42,000 - 54,000; Full time

Job summary

Progressive Dental Arts is seeking a Treatment Coordinator to guide patients through their dental treatment journey, from diagnosis to scheduling and follow-up. You will act as the liaison between clinical, administrative, and patient teams, ensuring clarity, trust, and a positive patient experience.

Responsibilities include presenting treatment plans and financial options, verifying insurance benefits, and coordinating referrals while maintaining HIPAA-compliant documentation and accurate

Qualifications

• Minimum 2 years of dental office experience in treatment planning, financial counseling, or patient communication.
• Strong understanding of dental terminology, procedures, and insurance benefits.
• Excellent communication, presentation, and relationship-building skills.
• Ability to multi-task, prioritize, and work efficiently in a fast-paced environment.

Responsibilities

• Guide patients through diagnoses and treatment journey, explaining plans clearly and compassionately.
• Present treatment plans, fees, and scheduling requirements confidently and accurately.
• Coordinate referrals and follow-up, ensuring seamless experience from consultation to scheduling.
• Verify benefits, negotiate insurance, and prepare detailed cost estimates with out-of-pocket details.
• Maintain HIPAA compliance and accurate documentation for all financial arrangements.

Skills

Communication skills

Patient interaction

Scheduling coordination

Team collaboration

Education

High school diploma or equivalent

Tools

Dental practice management software

Microsoft Office Suite

Job description

The Treatment Coordinator plays a key role in supporting practice growth, patient satisfaction, and treatment acceptance. This position is responsible for guiding patients through their full treatment journey, from understanding diagnoses, reviewing treatment plans, presenting financial options, to scheduling and follow-up. The Treatment Coordinator serves as the communication link between patients, the clinical team, and the administrative team, ensuring clarity, trust, and an exceptional patient experience.ServiceGuiding patients with clarity, empathy, and confidence to ensure they feel informed and supported through every treatment decision.Build warm rapport with patients and create a supportive environment during treatment discussions.Explain treatment plans in a clear, compassionate manner that prioritizes patient comfort and understanding.Respond to patient questions and concerns with patience, professionalism, and accuracy.Ensure patients receive a seamless experience from consultation through financial review and scheduling.Demonstrate empathy and respect while supporting patients of all backgrounds and levels of dental knowledge.Guide and support patients through the referral process, including coordinating referrals and ensuring patients understand next steps with external providers.Communicate professionally and effectively with laboratories, pharmacies, and specialists as needed to support continuity of care.MasteryDemonstrating expertise in treatment planning, financial coordination, and insurance navigation to support accurate, efficient case acceptance.Present treatment plans, fees, clinical rationale, and scheduling requirements confidently and accurately.Prepare and explain detailed cost estimates, including insurance benefits, downgrades, limitations, and out-of-pocket expenses.Navigate dental insurance effectively—verify benefits and interpret coverage details.Utilize treatment presentation software, dental scheduling systems, and patient communication tools with proficiency.Manage lab cases, including checking cases in and out and ensuring proper documentation is recorded in the patient appointment and clinical notes.Maintain HIPAA compliance and high-level accuracy in all documentation and financial arrangements.Ensure claims readiness through accurate documentation, proper coding support, and inclusion of required attachments (radiographs, narratives, photos, and supporting documentation) when necessary.Demonstrate proficiency in collecting, documenting, and correctly posting all co-pays and treatment deposits in accordance with office policies and billing standards.ImpactSupporting practice growth by increasing treatment acceptance, improving patient retention, and ensuring timely completion of recommended care.Follow up with unscheduled patients to encourage completion of recommended treatment.Track case acceptance and identify barriers to treatment completion.Support daily production goals by filling the dentist’s schedule strategically and minimizing gaps.Coordinate multi-visit treatment plans, ensuring clarity among clinicians and administrative teams.Strengthen patient loyalty through consistent communication and exceptional customer service.LeadershipActing as the liaison between patients and the practice by communicating confidently, modeling professionalism, and supporting team alignment.Lead treatment plan discussions with confidence, accuracy, and professionalism.Collaborate with the dentist to understand clinical priorities, phased treatment, and urgency levels.Communicate effectively with assistants, hygienists, and front desk staff to ensure accurate scheduling and workflow coordination.Maintain a leadership presence by demonstrating accountability, initiative, and solution-focused problem solving.Support training, onboarding, or mentoring of new administrative team members when needed.ElevateEnhancing the patient experience and practice performance through continuous improvement, strong communication, and a commitment to excellence.Look for opportunities to improve scheduling systems, treatment presentation processes, and patient follow-up workflows.Offer ideas that enhance patient communication, case acceptance, or office efficiency.Stay informed about financing options, insurance changes, and clinical advancements to better support patient choices.Participate in continuing education and practice development meetings to stay aligned with organizational goals.Elevate the practice by consistently delivering transparent, ethical, and high-quality patient interactions.High school diploma or equivalent required; dental or business coursework preferred.Minimum 2 years of dental office experience with treatment planning, financial counseling, or patient communication responsibilities.Strong understanding of dental terminology, procedures, and insurance benefits.Excellent communication, presentation, and relationship-building skills.Ability to multi-task, prioritize, and work efficiently in a fast-paced environment.Proficiency in dental practice management software and Microsoft Office Suite.Physical RequirementsAbility to sit, stand, and communicate throughout the workday.Ability to use computer and phone systems for extended periods.Ability to lift up to 20 pounds when necessary.