Description

Position Summary
The Administrative/Treatment Coordinator plays a vital dual role in the orthodontic practice. This position combines front-office administrative excellence with clinical treatment coordination to ensure a smooth patient experience from initial consultation through active treatment and retention. The ideal candidate is organized, personable, and detail-oriented, with a passion for helping patients achieve beautiful smiles while supporting efficient office operations.

Key Responsibilities
Administrative Duties
Greet patients and manage the front desk/reception area with professionalism and warmth.
Schedule appointments, including new patient consultations, adjustments, emergencies, and retention visits.
Verify insurance benefits, submit claims, and handle patient billing, payments, and financial arrangements.
Maintain accurate patient records in the practice management software (e.g., Eaglesoft, OrthoTrac, or similar).
Manage recall systems and confirm upcoming appointments.
Handle incoming calls, emails, and inquiries efficiently.
Order and maintain office and orthodontic supplies.
Treatment Coordination Duties
Conduct new patient consultations: present treatment plans, explain orthodontic options (braces, clear aligners like Invisalign, expanders, etc.), timelines, and financial responsibilities.
Educate patients and parents on treatment procedures, oral hygiene instructions, appliance care, and dietary restrictions.
Coordinate treatment sequences between the orthodontist, assistants, and lab work.
Track treatment progress and ensure patients stay on schedule for optimal results.
Manage case starts: prepare contracts, obtain necessary signatures, and coordinate appliance delivery.
Handle patient concerns, complaints, or adjustments to treatment plans with empathy and efficiency.
Facilitate communication between patients, parents, referring dentists, and the clinical team.
Assist with before/after photos, records, and documentation for case presentations.
Qualifications & Requirements
Experience: 1–3+ years in a dental or orthodontic office preferred. Previous experience as a treatment coordinator or dental administrator is a strong plus.
Education: High school diploma or equivalent required. Dental/orthodontic assisting certification or relevant coursework is a plus.
Knowledge: Familiarity with orthodontic terminology, procedures, and common appliances. Understanding of dental insurance and billing practices.
Technical Skills: Proficiency in dental practice management software, Microsoft Office (Word, Excel, Outlook), and basic computer skills.
Required Skills & Attributes
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Professional, friendly demeanor with a customer-service mindset.
High attention to detail and accuracy in documentation and financials.
Ability to build rapport with patients of all ages (especially children, teens, and their parents).
Problem-solving skills and the ability to remain calm under pressure.
Team player who supports clinical staff when needed.
Reliable, punctual, and committed to patient confidentiality (HIPAA compliant).
Preferred Qualifications
Experience with Invisalign or clear aligner systems.
Bilingual abilities (e.g., Spanish) are highly valued.
Knowledge of marketing and social media for patient referrals and reviews.