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Position Summary

The Dental Treatment Coordinator is responsible for helping patients understand, prioritize, and move forward with their recommended dental treatment. This position serves as the bridge between the doctor, clinical team, front office, and patient.

The Treatment Coordinator ensures patients receive a clear explanation of their treatment plans, estimated financial responsibilities, insurance benefits, and available payment options. The goal is to create a positive patient experience while increasing treatment acceptance, maintaining productive schedules, and supporting the overall financial success of the practice.

The ideal candidate is organized, personable, confident discussing financial arrangements, detail-oriented, and comfortable presenting treatment recommendations in a professional, non-pressuring manner.

Essential Duties & Responsibilities

1. Treatment Plan Presentation & Patient Education

Review doctor-diagnosed treatment plans and clinical recommendations.
Present treatment plans in a clear, organized, and professional manner.
Explain recommended procedures, treatment priorities, and the importance of completing dental care.
Review treatment costs, estimated insurance benefits, and estimated patient portions.
Ensure patients understand that insurance estimates are not guarantees of payment.
Address patient questions and concerns regarding recommended treatment.
Help patients make informed decisions without pressuring them.
Obtain signed treatment plan and financial consent forms before treatment.
Follow up with patients who have outstanding or unscheduled treatment.

2. Financial Arrangements & Payment Options

Discuss financial responsibilities with patients before treatment.
Present payment options and available financing arrangements.
Collect deposits and payments according to office policy.
Explain payment expectations for treatment scheduled in multiple appointments.
Assist patients with understanding their estimated out-of-pocket expenses.
Discuss third-party financing options when available.
Ensure all financial arrangements are documented accurately in the patient's account.
Work with the front office to resolve outstanding financial questions.

3. Dental Insurance Coordination

Review insurance breakdowns and benefit information.
Verify coverage and estimated benefits for proposed treatment.
Understand common dental insurance limitations, including:
- Annual maximums.
- Deductibles.
- Waiting periods.
- Frequency limitations.
- Missing tooth clauses.
- Downgrades and alternate benefits.
- Out-of-network benefits.
Communicate that insurance verification is a courtesy and that patients are ultimately responsible for their account balance.
Assist with insurance pre-authorizations and predeterminations when needed.
Coordinate with the insurance coordinator regarding coverage questions and claim follow-up.

4. Scheduling & Treatment Coordination

Schedule treatment according to doctor recommendations and clinical priorities.
Coordinate appointments with doctors, hygienists, and dental assistants.
Maintain an organized schedule to maximize production and minimize downtime.
Identify opportunities to schedule larger treatment cases and same-day treatment when appropriate.
Coordinate multi-appointment treatment plans.
Monitor unscheduled treatment and contact patients to encourage completion of care.
Coordinate with the clinical team regarding appointment length, equipment, and special scheduling requirements.
Confirm that necessary financial arrangements are completed before treatment.

5. Patient Follow-Up & Case Management

Maintain a daily list of patients with unscheduled treatment.
Follow up with patients who have outstanding treatment plans.
Contact patients who have postponed or declined recommended treatment.
Document all patient communication and follow-up attempts.
Identify barriers preventing patients from moving forward with treatment.
Work with patients to find reasonable scheduling and financial solutions.
Follow up on pending insurance predeterminations when necessary.
Maintain an organized tracking system for treatment presented, accepted, scheduled, and completed.

6. Communication & Team Collaboration

Communicate effectively with doctors and clinical team members regarding patient treatment plans.
Participate in daily morning huddles and team meetings.
Review the daily schedule for opportunities to increase production.
Communicate changes to treatment plans or financial arrangements to the appropriate team members.
Maintain professionalism and confidentiality when discussing patient information.
Assist the front office team when needed to support smooth daily operations.
Maintain a positive, team-oriented working environment.

Daily Performance Expectations

The Treatment Coordinator is expected to:

Review all treatment plans presented by the doctor.
Ensure every patient receives a clear financial presentation.
Present treatment options and financial arrangements before scheduling whenever possible.
Track all treatment presented and accepted.
Follow up on unscheduled treatment opportunities daily.
Monitor pending cases and outstanding treatment.
Maintain accurate patient account notes and financial documentation.
Communicate daily production and treatment acceptance opportunities to management.
Help identify opportunities to meet or exceed the practice's daily and monthly production goals.

Qualifications & Skills

Required qualifications:

Previous dental office experience required.
Knowledge of dental terminology and common dental procedures.
Understanding of dental insurance and benefit verification.
Strong customer service and communication skills.
Ability to discuss financial arrangements confidently.
Excellent organizational and time-management skills.
Proficiency with dental practice management software.
Ability to multitask in a fast-paced dental environment.

Preferred skills:

Experience in treatment coordination.

Knowledge of PPO insurance plans.
Experience presenting comprehensive treatment plans.
Experience with third-party financing.
Strong case acceptance and patient relationship skills.
Ability to understand production reports and treatment acceptance metrics.
Experience in sales preferred.

Professional Expectations

The Dental Treatment Coordinator is expected to demonstrate:

Accountability: Take ownership of assigned responsibilities and follow through on commitments.
Professionalism: Represent the practice positively in every patient interaction.
Confidence: Present treatment and financial arrangements clearly and comfortably.
Organization: Keep treatment plans, follow-ups, and financial documentation current.
Teamwork: Work collaboratively with doctors, assistants, hygienists, and front office staff.
Patient Advocacy: Help patients understand the value of their dental health and make informed decisions.
Results-Driven Performance: Contribute to the practice's production, collections, and treatment acceptance goals.

Overall Goal of the Position

The Dental Treatment Coordinator plays an essential role in the success of the dental practice. Their primary responsibility is to ensure patients understand their dental needs, feel comfortable with their treatment recommendations, and have a clear financial path toward completing their care.

Success in this position means patients receive the care they need, treatment plans are consistently followed through, and the practice achieves its production and financial goals.

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