Patient Care Coordinator

Overview

The Patient Care Coordinator (PCC) is a leadership role responsible for managing the full patient experience from first contact through treatment completion. This role combines front desk operations, treatment coordination, scheduling optimization, payment handling, and insurance collaboration while strictly adhering to the practice’s billing and accounting SOPs.

We are seeking a career-minded, reliable professional who takes pride in their work, values accuracy and accountability, and is motivated to grow within the practice. This position requires someone who is dependable, proactive, and committed to doing things the right way.

The PCC ensures schedules stay full, patients understand their treatment and financial responsibilities, payments are accurately documented in Denticon, and daily operational controls are followed consistently. This role is essential to the success of the practice and is not suited for individuals seeking a temporary or casual position.

• Patient Experience & Front Office Operations
  Serve as the first point of contact for patients with a warm, professional demeanor; check patients in and out efficiently and courteously; answer phones, emails, and patient inquiries promptly; assist patients with forms, records, and demographic/insurance updates; maintain a clean, organized, and welcoming front desk, waiting area, and entrance area; wipe down and reset the front desk area at the end of each day.
• Scheduling, Recall & Daily Schedule Management
  Review doctor’s and hygienist’s schedules daily; identify and fill gaps; run Recall, Short Notice, Unscheduled Treatment, and Cancellation reports in Denticon; actively call patients to fill cancellations and short-notice openings; manage recall and unscheduled treatment lists and maintain follow-up “ticklers”; confirm appointments for the next 1–2 days and update appointment status in Denticon; follow up on unconfirmed appointments; document all calls, voicemails, and patient communications in Denticon.
• Treatment Coordination & Financial Discussions
  Assist with or conduct patient consultations as directed by the doctor; prepare and present treatment plans and financial arrangements; clearly explain that insurance is a benefit and may not cover all services; review patient responsibility and arrange payment or financing prior to scheduling; follow up on delayed or unscheduled treatment; review treatment notes and financial arrangements before each consultation; record detailed notes of all discussions in Denticon;
  
  ensure consent forms are signed by each patient prior to treatment.
• Payment Collection & Posting
  Ensure all patient and insurance payments are properly posted in Denticon using the date the payment is received; provide a walkout statement to every patient for all forms of payment; ensure payment documentation is complete and accurate.
• Cash & Check Handling Controls
  Deposit patient checks via the in-office check scanner on the date received; collect patient cash payments; upload insurance checks and EOBs to drive for Billing Team; ensure Denticon Deposit Slip totals match.
• Insurance Verification & Billing Collaboration
  Work closely with Billing Team on insurance verification, pre-authorizations, and estimates; for same-day or next-day appointments: notify Billing immediately if assistance is needed; complete verification internally if timing requires; review the Billing Team’s Communication Board daily; log updates and follow up on assigned billing items; contact patients regarding bounced or reversed patient payments as directed.
• Daily Reporting & Documentation
  Pull Deposit Slip and Daily Journal reports from Denticon; provide payment details clearly (payer name, insurance vs patient); send required daily documentation to upper management; respond to emails promptly and keep inbox organized.
• Administrative & Practice Support
  Prepare workstation and treatment conference materials for upcoming appointments; review and update outstanding financial arrangements; send approved invoices to Accounting; dental/lab invoices → approved by designated clinical approver; office, HR, marketing, and other invoices → approved by…