Financial and Treatment Coordinator

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

• 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

Insurance & Billing

• 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

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
• Problem-solving skills with a proactive approach

Technical Skills

• Experience with orthodontic or dental practice management software
• Proficiency in insurance claims processing and billing workflows
• 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 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
• Bilingual abilities are a plus

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.

Pay: From $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off

Work Location: In person