Patient Care Coordinator

Job Description

Department: Front Office / Patient Services
Employment Status: Full-Time
Pay Rate: $16 per hour, paid weekly

Position Summary

The Dental Office Receptionist serves as the first point of contact for patients and plays a critical role in delivering a professional, welcoming, and efficient front office experience. This position is responsible for managing patient reception, appointment scheduling, and administrative coordination within the dental practice.

The Dental Office Receptionist supports the daily operations of the practice by ensuring accurate patient records, coordinating patient flow, verifying insurance information, and maintaining effective communication between patients, providers, and clinical staff. The ideal candidate demonstrates professionalism, attention to detail, and a strong commitment to providing exceptional patient service in a fast-paced healthcare environment.

Essential Duties and Responsibilities

Front Desk and Patient Reception

• Serve as the primary front desk representative and greet patients and visitors in a courteous, professional, and welcoming manner.

• Manage the patient check-in and check-out process, ensuring accuracy and efficiency.

• Maintain a professional reception area that reflects the standards and values of the dental practice.

• Answer and direct incoming telephone calls, responding to patient inquiries regarding appointments, services, and office policies.

• Schedule, confirm, and manage patient appointments to maintain an efficient and productive provider schedule.

Patient Records and Administrative Coordination

• Maintain and update patient demographic information and records within the practice management system.

• Assist patients with completion of registration forms, health history documentation, and consent forms.

• Ensure all patient documentation is accurately entered, organized, and securely maintained.

• Coordinate communication between patients, dentists, hygienists, and clinical team members to facilitate seamless patient care.

• Perform administrative duties including filing, scanning, and data entry as needed.

Insurance Verification and Financial Coordination

• Verify dental insurance eligibility and benefits prior to patient appointments.

• Assist patients with understanding insurance coverage, copayments, and financial responsibilities.

• Process patient payments, copayments, and outstanding balances in accordance with office procedures.

• Maintain accurate financial records related to patient accounts and transactions.

Patient Experience and Engagement

• Deliver exceptional customer service to ensure a positive and comfortable patient experience.

• Assist new patients with onboarding and ensure all required documentation is completed prior to treatment.

• Provide appointment reminders and follow-up communication to support patient retention and continuity of care.

• Address patient concerns or questions with professionalism and escalate issues when appropriate.

Office and Team Support

• Provide administrative support to dental providers, hygienists, and clinical staff as required.

• Assist with maintaining office workflow and coordination of daily schedules.

• Participate in staff meetings, training, and practice initiatives aimed at improving patient service and operational efficiency.

• Support overall office operations and assist with additional duties as assigned.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate the following:

• Excellent written, verbal, and interpersonal communication skills.

• Strong organizational skills with exceptional attention to detail and accuracy.

• Ability to manage multiple responsibilities in a fast-paced dental office environment.

• Knowledge of front office procedures including scheduling, records management, and patient intake.

• Professional demeanor and ability to interact respectfully with patients, providers, and staff.

• Strong customer service orientation and commitment to patient satisfaction.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office technology.

• Ability to learn and operate dental practice management software.

• Working knowledge of dental terminology and dental insurance procedures preferred.

• Ability to work collaboratively within a professional healthcare team.

Minimum Qualifications

• High school diploma or equivalent required.

• Associate’s or Bachelor’s degree preferred.

• Minimum of two (2) years of experience in a dental office, medical office, or professional front desk environment preferred.

• Experience with dental practice management software is highly desirable.

Physical Requirements

The physical requirements described are representative of those necessary to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Ability to sit, stand, and walk for extended periods.

• Ability to use hands and arms to operate computers, telephones, and standard office equipment.

• Ability to lift and/or move objects up to 25 pounds.

• Visual ability sufficient to perform standard administrative and computer tasks.

Work Environment

Work is performed primarily in a professional dental office environment with moderate activity levels. The position requires frequent interaction with patients, dental providers, and administrative staff while maintaining a professional, patient-centered atmosphere.