Treatment Coordinator - Part-Time

Dental Excellence of Napoleon; Napoleon (OH); On-site; USD 42,000 - 65,000; Full time

Job summary

Dental Excellence Group in Northwest Ohio seeks a Treatment Coordinator to create a welcoming patient experience, manage onboarding, education, and financial discussions. You will ensure insurance benefits are optimized and assist with payment arrangements while supporting growth initiatives.

The role reports to the Business Team Lead and emphasizes delivering exceptional service and maintaining high patient net promoter scores through cross-functional collaboration.

Qualifications

• Excellent verbal and written communication with patients and staff.
• Customer-service oriented with a patient-first mindset.
• Professional and polished workplace presence.

Responsibilities

• Inbound Inquiry Management: handle new patient calls with 5-star courtesy.
• New Patient Lifecycle: oversee onboarding for all new patients.
• Treatment Plan Education: present diagnoses and treatment roadmap clearly.
• Benefits Optimization: verify insurance coverages and optimize benefits.
• Financial Presentation: outline payment options and finalize agreements.
• Payment Processing: collect down payments and recurring fees.
• Financial Counseling: advise on third-party financing options.
• Policy Enforcement: adhere to practice payment policies.
• Retention Outreach: follow up on unscheduled or outstanding treatment plans.
• Performance Reporting: track daily/monthly KPIs for leadership.
• Cross-Functional Collaboration: support administrative tasks and adjustments.
• Growth Assistance: contribute to marketing and growth initiatives.

Skills

Advanced Communication

Service Excellence

Constructive Demeanor

Collaborative Focus

Executive Presence

Job description

Description

Company Core Purpose, Core Values

Dental Excellence Group is a growing company that offers patient-focused, high-quality dentistry in the Northwest Ohio area. There are more than 100 employees, including doctors, hygienists, clinical assistants, and business and marketing support teams. The practice's purpose is to create a place where dental care is so friendly, comfortable, and convenient, it completely changes the way people think about dentistry.

The practice has five core values; a teamwork focus, a patients first mentality, with the patients' comfort and care our #1 priority. We value kindness and compassion, both within our team and with our patients. We also have an unwavering standard of excellence, challenging all team members to meet their God given potential in attitude, skill, and service. Our final core value is making every minute count, driving performance and efficiency.

Mission of a Treatment Coordinator

The Treatment Coordinator reports to the Business Team Lead. The mission of the role is to create an exceptionally welcoming patient experience that puts our guests at ease, builds relationships, and sets the stage for a positive and productive appointment. The Treatment Coordinator will also be responsible for maintaining a collections rate of 95% or higher. The Treatment Coordinator will help create a distinctively different experience in dental care and will represent and maintain the Dental Excellence brand of friendliness, professionalism, and stellar service. The results of this position will assist with industry-leading patient net promoter scores and a high percentage of patient referrals.

Key Responsibilities

Patient Onboarding & Consultation

• Inbound Inquiry Management: Complete internal 5-star certification to qualify for handling new patient phone calls.
• New Patient Lifecycle: Direct and optimize the comprehensive onboarding process for all new patients.
• Treatment Plan Education: Present clinical recommendations clearly, ensuring patients understand their diagnosis and treatment roadmap.
• Benefits Optimization: Verify insurance coverages and analyze patient benefits to help families maximize policy payouts.

Financial Management & Retention

• Financial Presentation: Conduct financial presentations, outline payment options, and finalize financial agreements.
• Payment Processing: Collect initial down payments, process recurring fees, and ensure the proper account allocation of all funds.
• Financial Counseling: Maintain expert knowledge of third-party financing alternatives to assist patients with flexible payment solutions.
• Policy Enforcement: Explain, promote, and strictly adhere to the established practice payment policies and procedures.
• Retention Outreach: Execute the standardized follow-up sequence for all unscheduled or outstanding treatment plans.

Administrative Support & Practice Growth

• Performance Reporting: Compile, track, and report daily and monthly key performance indicators to the Business Team Lead.
• Cross-Functional Collaboration: Support business team members with administrative tasks and operational adjustments as needed.
• Growth Assistance: Contribute to practice growth initiatives, including execution of external and internal marketing campaigns.

Key Competencies

• Advanced Communication: Exhibits highly effective verbal and written communication skills across all patient and staff interactions.
• Service Excellence: Maintains an uncompromisingly high standard for patient care and customer experience management.
• Constructive Demeanor: Brings a consistent, solution-oriented positive attitude to the daily workplace environment.
• Collaborative Focus: Functions as a dedicated, reliable team player who seamlessly supports cross-functional office goals.
• Executive Presence: Demonstrates a polished, professional presentation in dress, speech, and overall workplace conduct.