Position Title: Patient Experience Coordinator

Location: Nichols Orthodontics + Aesthetics

Employment Type: Full-Time (40+ hours)

About Us

At Nichols Orthodontics + Aesthetics, we don’t just create stunning smiles — we create exceptional experiences. Our team is passionate about patient care, attention to detail, and a positive, uplifting work culture.Our practice culture centers around delivering a top-tier patient experience while maintaining a warm, supportive, and growth-focused environment.We’re looking for a Patient Care Coordinator who brings warmth, organization, and a service-first mindset to every interaction.

Position Overview

The Patient Care Coordinator serves as a vital member of our front office team, responsible for ensuring a seamless and positive experience for every patient from arrival to departure. This position involves managing patient scheduling, communication, and coordination between patients, the clinical team, and referring dental offices. The ideal candidate will possess strong organizational and communication skills, thrive in a fast-paced environment, and uphold the high standards of service and excellence that define our practice.

Key Responsibilities

1. Patient Interaction

Welcome patients with professionalism and warmth, ensuring they feel comfortable and valued upon arrival.
Offer refreshments and guide patients to the toothbrush station prior to their appointments.
Oversee the patient check-in and check-out process to maintain a smooth and efficient flow throughout the day.

2. Appointment Scheduling

Manage the scheduling, confirmation, and rescheduling of appointments via text, phone, or email.
Optimize the orthodontist’s schedule to ensure efficiency while maintaining a positive patient experience.

3. Patient Communication

Send personalized thank-you notes following appointments to express appreciation and foster loyalty.
Conduct post-appointment follow-ups to ensure patient satisfaction and address any concerns or questions.

4. Referring Doctor Communication

Serve as the primary contact for referring dentists, maintaining clear, timely, and professional communication.
Prepare and distribute referral and treatment update letters to ensure referring offices remain informed.
Send appreciation letters to referring providers and maintain an accurate database of referring dentists in Wave.

5. Office Coordination

Support the orthodontist and clinical team by facilitating efficient communication and patient flow.
Monitor and order administrative supplies to maintain daily operational efficiency.
Communication with the insurance coordinator for verification and submissions.

6. Record Management

Maintain complete and accurate patient records within the practice management system, ensuring all data is current and compliant with privacy regulations.

Qualifications and Skills

Exceptional interpersonal and communication skills, both written and verbal
Highly organized with strong attention to detail and follow-through
Professional demeanor with a patient-focused approach
Ability to multitask and perform efficiently in a dynamic, fast-paced environment
Prior experience in an orthodontic or dental office is preferred, though not required
Proficiency with practice management software
Passion to impact lives with exceptional service

Why Join Nichols Orthodontics + Aesthetics

Positive, team-oriented environment
Opportunity for professional growth and continuing education
Work with state-of-the-art orthodontic technology
Be part of a practice that values patient care, culture, and results

CORE VALUES: Patient experience, results, and culture. Applicant must demonstrate passion for orthodontics and must be detail oriented and adaptable. Patient relationships are very important to us, and as such, we are looking for candidates that have the ability to connect with a bright and engaging personality. Drama is not tolerated and we are looking for a bright positive personality to join our family.

Join our team and contribute to providing exceptional orthodontic care to our patients. This role offers the opportunity to work in a dynamic environment where your skills and expertise will be valued.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: No less than 36 per week

Benefits:

Employee discount

Work Location: In person

Nichols Orthodontics + Aesthetics

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