Orthodontic Treatment Coordinator Position Title

Orthodontic Treatment Coordinator (TC)

Reports To

Treatment Coordinator Lead / Director of Practice Operations / Orthodontists

Position Summary

The Orthodontic Treatment Coordinator is responsible for guiding new patients and families through the orthodontic consultation and treatment start process. This role focuses on delivering an exceptional patient experience, presenting treatment plans and financial arrangements, increasing case acceptance, and coordinating communication between patients, clinical team members, and administrative staff.

The Treatment Coordinator serves as the primary relationship-builder for prospective patients and plays a key role in practice growth, scheduling efficiency, and patient satisfaction.

Essential Duties and Responsibilities

Patient Experience & Consultations

Welcome new patients and families in a warm, professional manner
Build rapport and create a positive first impression of the practice
Conduct new patient consultations and office tours
Explain orthodontic treatment recommendations clearly and confidently
Educate patients on appliances, treatment timelines, and expected outcomes
Answer questions regarding treatment options, insurance, and financing
Ensure patients understand the benefits and importance of recommended treatment
Follow up with pending patients to encourage treatment acceptance

Financial Coordination

Present treatment fees and financial arrangements
Explain payment options, contracts, and financing programs
Verify orthodontic insurance benefits and estimate patient portions
Coordinate down payments and contract completion
Maintain accurate financial documentation and signed agreements
Collaborate with the Financial Coordinator regarding payment arrangements

Scheduling & Case Management

Schedule patient starts and initial appointments
Coordinate with clinical staff regarding treatment readiness
Track consultation outcomes and treatment conversion rates
Monitor pending treatment reports and follow-up systems
Ensure all patient records and forms are completed before treatment begins

Communication & Practice Growth

Maintain professional communication with patients and parents
Support internal marketing and referral-building initiatives
Encourage online reviews and patient referrals
Assist with community events, contests, and practice promotions when needed
Support office goals related to starts, production, and patient retention

Administrative Responsibilities

Maintain accurate patient notes and documentation in practice management software
Ensure HIPAA compliance and patient confidentiality
Participate in team meetings and continuing education
Assist with front desk coverage as needed
Maintain knowledge of orthodontic procedures, products, and technology
Provide chair side support and assist with clinic coverage as needed

Key Performance Indicators (KPIs)

Number of exams/consultations completed
Eligible exam percentage
Same-day start percentage
Case acceptance percentage
Net production from starts
Pending patient conversion rate
Patient satisfaction and reviews
Scheduling efficiency

Required Qualifications

High school diploma or equivalent required
Previous orthodontic or dental experience preferred
Strong communication and interpersonal skills
Sales and customer service experience preferred
Professional appearance and demeanor
Ability to multitask in a fast-paced environment
Basic computer and data entry skills
Experience with orthodontic software preferred (e.g., Dolphin Management)

Preferred Skills

Strong presentation and closing skills
Knowledge of orthodontic terminology and procedures
Insurance verification experience
Financial coordination knowledge
Organizational and time management skills
Ability to work independently and collaboratively

Physical Requirements

Ability to sit and stand for extended periods
Frequent computer and phone use
Ability to communicate clearly with patients and team members
Occasional lifting of office supplies up to 40 pounds

Work Schedule

Full-time (Monday through Thursday 32-36 hours per week)
Some evening hours may be required
Travel between four locations

Performance Expectations

The Treatment Coordinator is expected to:

Maintain a high level of professionalism and positivity
Contribute to practice growth and patient satisfaction
Meet or exceed consultation and treatment conversion goals
Support a team-oriented office culture
Protect patient confidentiality and uphold office policies

Job Type: Full-time

Pay: $18.00 - $27.00 per hour

Benefits:

401(k) matching
Opportunities for advancement
Paid time off

Experience:

Orthodontic: 1 year (Preferred)
Administrative: 1 year (Preferred)
Sales: 1 year (Preferred)
Customer service: 1 year (Preferred)

Ability to Commute:

Sunset Hills, MO 63127 (Preferred)

Ability to Relocate:

Sunset Hills, MO 63127: Relocate before starting work (Required)

Work Location: In person

Bankhead and Firth Orthodontics jobs

Orthodontic Treatment Coordinator