Financial and Treatment Coordinator

Farmington Valley Orthodontics & West Hartford Orthodontics • Full-time • Avon, Connecticut, United States • $27 / hour • 1w ago

Position Overview

The Financial & Treatment Coordinator plays a dual role in the practice, combining patient-facing case presentation with financial management responsibilities. This position is essential in guiding patients from initial consultation through treatment acceptance, while ensuring accurate financial coordination, insurance processing, and account management.

The ideal candidate is both relationship-driven and detail-oriented, capable of building trust with patients while maintaining strong financial systems and collections processes.

Key ResponsibilitiesTreatment Coordination

Present orthodontic treatment plans clearly and confidently to patients and families
Educate patients on treatment options, payment option plans and available appointments to start treatment
Guide patients through decision-making with professionalism
Convert new patient exams and observation visits into active treatment starts
Follow up with pending patients to increase case acceptance rates
Collaborate closely with the orthodontist and clinical team to ensure seamless handoffs

Financial Coordination and Insurance Billing

Develop and present customized financial arrangements and payment options
Explain fees, insurance benefits, and out-of-pocket costs in a clear and supportive manner
Prepare, review, and manage patient contracts and payment agreements
Ensure all financial documentation is complete, accurate, and compliant
Submit and track orthodontic insurance claims
Verify insurance benefits and eligibility
Follow up on outstanding claims and resolve denials or delays
Post insurance payments and adjustments accurately in the patient ledger

Accounts Receivable & Collections

Monitor and manage patient accounts, including aging reports
Proactively follow up on overdue balances in a professional and patient-friendly manner
Maintain consistent collection systems and documentation
Work with patients to resolve financial concerns and keep accounts current

Administrative & Operational Support

Maintain accurate patient financial records in practice management software
Generate and review financial reports for the practice owner/manager
Support front office operations as needed
Ensure HIPAA compliance and confidentiality of patient information

Required Skills & Competencies

Strong communication and interpersonal skills, especially with families and children
Confidence in discussing finances and handling sensitive conversations
Sales mindset with a focus on patient education and ethical case acceptance
High attention to detail and accuracy
Strong organizational and time management skills
Ability to multitask in a fast-paced environment and work with a team
Problem-solving skills with a proactive approach

Technical Skills

Experience with orthodontic or dental practice management software
Proficiency in insurance claims processing
Basic understanding of accounting principles and accounts receivable management

Experience Requirements

Minimum 2–3 years of experience in a dental or orthodontic office (orthodontics preferred)
Prior experience in treatment coordination, financial/insurance coordination, or similar role
Proven success in case acceptance or sales conversion is strongly preferred
Experience managing insurance claims and collections processes

Preferred Qualifications

Knowledge of orthodontic procedures and terminology

Key Performance Indicators (KPIs)

Case acceptance rate / conversion of new patients to starts
Accounts receivable aging and collection percentages
Insurance claim turnaround and accuracy
Patient satisfaction and experience

Work Environment & Expectations

Professional, patient-centered orthodontic office
High level of collaboration with clinical and administrative teams
Requires discretion, empathy, and a positive attitude
Commitment to delivering an exceptional patient experience at every touchpoint

Summary

This role is ideal for someone who thrives at the intersection of patient care, communication, and financial coordination. Success in this position requires the ability to build trust, drive treatment acceptance, and maintain strong financial systems that support the health of the practice.

This role is primarily based in Avon although since most of our staff travels between our Avon and West Hartford locations, there may be times when you could help cover a staff member's absence in West Hartford.

Pay: From $27.00 per hour

Benefits: