Children's Dentistry of Westerly and Wakefield
Patient Coordinator
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Job Title: Patient Coordinator
Department: Operations
Reports To: Practice Manager
FLSA Status: Non-Exempt
Schedule
- Tuesday through Friday: 8:00 am - 5:00 pm
Position Summary
As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem-solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check-in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit.
This is a great role for someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience for patients.
Key Responsibilities
Patient Experience & Communication
- Greet and welcome patients warmly to create a positive first impression.
- Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
- Provide information on treatments, policies, and financing options clearly and empathetically.
- Listen with care to create a positive, professional impression, and a personalized experience.
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Appointment Management
- Schedule and confirm appointments in the practice management system.
- Coordinate schedules with clinical teams to optimize patient flow.
- Send reminders and confirmations to minimize no-shows.
Check-In / Check-Out
- Verify and update patient demographics, medical histories, and consent forms.
- Schedule follow-up appointments and collect payments or co-pays.
Insurance & Financial Coordination
- Verify insurance coverage and benefits prior to appointments.
- Collect and post payments, assist with billing inquiries, and support claim processing.
- Discuss treatment costs and financial arrangements when needed.
Administrative & Operational Support
- Maintain accurate patient records in compliance with HIPAA.
- Enter appointment data, treatment notes, and updates into CareStack (or other PMS).
- Monitor and restock front office supplies to ensure a professional reception space.
- Assist with filing, correspondence, and other administrative tasks.
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Team & Office Support
- Relay important patient updates to clinical staff for seamless coordination.
- Prepare necessary documents and files for patient visits.
- Maintain a clean, safe, and welcoming reception area.
- Support the Practice Manager or Associate Practice Manager with operational duties as needed.
Willingness to travel between locations as needed.
All other duties as assigned.
Qualifications
- 1+ year of experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred.
- Strong interpersonal and communication skills.
- Organized, detail-oriented, and proactive.
- Experience with dental insurance verification and patient scheduling preferred.
- Familiarity with CareStack or other dental practice software a plus.
- Commitment to outstanding patient service and team culture.
Compensation & Benefits
- Competitive hourly rate.
- Health, dental, vision, and retirement benefits.
- Paid time off and holidays.
- Training and development opportunities with a growing organization.
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