Treatment Coordinator / Front Office Administrator in Los Angeles, CA

Who We Are

At Overhill Dental, we believe every smile has a story.

We're building more than a dental practice - we're creating a modern dental brand centered around confidence, health, exceptional patient experiences, and life-changing dentistry.

We're looking for someone who doesn't simply present treatment plans - we're looking for someone who builds relationships, earns trust, and helps patients make informed decisions that improve their lives.

This role is ideal for someone who enjoys connecting with people, solving problems, continuously learning, and taking ownership. If you're energized by helping people say "yes" to the care they need while growing alongside an ambitious team, we'd love to meet you.

Why Join Overhill Dental

We're building something special.

Our goal isn't simply to fix teeth. We're redefining what patients expect from visiting the dentist by creating an experience built on trust, education, confidence, and genuine human connection.

We're looking for team members who want to help build one of Los Angeles' most respected patient-centered dental practices.

If you're looking for somewhere to simply clock in and clock out, this probably isn't the right fit.

If you're excited about helping build something meaningful while growing professionally, we'd love to hear from you.

Your Core Competencies

• Relationship Building

• Emotional Intelligence

• Customer Service Excellence

• Consultative Communication

• Financial Coordination

• Problem Solving

• Critical Thinking

• Organization & Follow Through

• Initiative & Ownership

• Coachability

• Adaptability

What You'll Do

• Build meaningful relationships with every patient from their first consultation through completion of treatment.

• Present recommended treatment with confidence, empathy, and clarity.

• Educate patients on the benefits of treatment and the potential consequences of delaying care.

• Review insurance estimates, financing options, wellness plans, and payment arrangements.

• Coordinate comprehensive treatment plans from diagnosis through completion.

• Help patients overcome financial and emotional barriers to treatment.

• Follow up consistently with patients who have diagnosed but unscheduled treatment.

• Work closely with the doctor, hygienists, assistants, and front office to ensure a seamless patient experience.

• Maintain accurate documentation within our practice management software.

• Track outstanding treatment and proactively work to convert diagnosed treatment into scheduled appointments.

• Help maintain a productive doctor schedule by filling openings and minimizing downtime.

• Continuously expand your knowledge of dentistry, insurance, financing, and patient communication.

• Bring ideas that improve office systems, patient experience, and overall practice growth.

Who You Are

You're someone who genuinely enjoys helping people. You understand that patients don't buy dentistry - they buy trust. You're naturally curious, resourceful, and proactive. When you don't know something, your instinct is to learn, research, and find solutions.

You likely:

• Build trust quickly.

• Ask thoughtful questions before offering solutions.

• Communicate confidently while remaining compassionate.

• Thrive in fast-paced environments.

• Love learning and improving.

• Take ownership without needing constant direction.

• Enjoy solving problems.

• Follow through on commitments.

• Stay organized and detail-oriented.

• Want to make a meaningful impact rather than simply complete tasks.

We Hire for Potential, Not Just Dental Experience

While dental experience is valuable, we believe exceptional communication, emotional intelligence, and a passion for serving people are even more important.

If you've excelled in a consultative sales or client relationship role and are excited to learn dentistry, we encourage you to apply.

We'll teach you the clinical side—you bring the heart, curiosity, professionalism, and drive.

Qualifications

• Minimum 2 years of experience as a Treatment Coordinator, Patient Coordinator, Financial Coordinator, or in a consultative sales, client advisory, or customer relationship role.

• Dental experience is preferred.

• Demonstrated success building trust, educating clients, and helping people confidently make important purchasing decisions.

• Comfortable discussing financial arrangements and payment options with professionalism and empathy.

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• Comfortable learning new technology and dental software.

• Highly coachable with a desire to continuously learn and grow.

How Success Is Measured

Success in this role isn't measured by how busy you are - it's measured by the trust you build, the patient outcomes you influence, and the value you create for both our patients and our practice.

Monthly Performance Expectations:

Treatment Acceptance

• Maintain an overall treatment acceptance rate of 80–85%.

• Achieve a 50%+ same-day acceptance rate on treatment that can reasonably be scheduled immediately.

• Build patient confidence through education - not pressure.

Large Case Coordination

• Successfully coordinate comprehensive treatment plans exceeding $5,000.

• Maintain a 60–70% acceptance rate on larger treatment plans through education, financing discussions, and consistent follow-up.

Patient Follow-Up

• Contact 100% of patients with diagnosed but unscheduled treatment.

• Complete initial follow-up within 24–48 hours of diagnosis.

• Maintain consistent communication until treatment is scheduled or declined.

• Reduce outstanding unscheduled treatment month over month.

Schedule Optimization

• Help maintain a 95%+ productive doctor schedule.

• Fill cancellations whenever possible through proactive communication and short-call lists.

• Coordinate treatment to maximize productive chair time.

Financial Coordination

• Review financing options with 100% of patients expressing financial concerns.

• Ensure treatment estimates are accurate and clearly communicated.

• Help patients find solutions that allow them to move forward with recommended care.

Patient Experience

• Help maintain a patient experience that contributes to a 4.8+ Google rating.

• Build relationships that naturally generate referrals and long-term patient loyalty.

Communication

• Respond to patient calls, texts, and emails within one business hour whenever possible during business hours.

• Ensure no patient falls through the cracks.

• Maintain accurate documentation of every consultation and follow-up conversation.

Professional Growth

• Continuously improve your knowledge of dentistry, insurance, financing, and patient communication.

• Participate in coaching and ongoing training.

• Contribute at least one process improvement idea each quarter that enhances the patient experience or office efficiency.

Key Performance Indicators (KPIs)

• Overall Treatment Acceptance: 80–85%

• Same-Day Treatment Acceptance: 50%+

• Large Case Acceptance ($5,000+): 60–70%

• Doctor Schedule Utilization: 95%+

• Patients Contacted Within 48 Hours: 100%

• Financing Options Presented When Appropriate: 100%

• Outstanding Treatment Follow-Up Completion: 100%

• Patient Review Goal: Support a 4.8+ Google Rating

• Patient Portion Collection Rate: 98%+

What We Value

We're building a team - not simply filling positions.

We value people who demonstrate:

• Integrity

• Accountability

• Initiative

• Coachability

• Professionalism

• Curiosity

• Compassion

• Excellence

• A Growth Mindset

If you're looking for another job, this probably isn't the right fit.

If you're looking for a career where you'll continuously learn, build meaningful relationships, help transform lives through dentistry, and play an important role in building one of Los Angeles' premier patient-centered dental practices, we'd love to hear from you.