Front Office Coordinator

The Smile Studio

Position Summary

At The Smile Studio, we believe every patient deserves to feel welcomed, valued, and cared for from the moment they contact our office. We are seeking a warm, organized, and highly motivated Front Office Coordinator who thrives on creating exceptional patient experiences while helping our office run efficiently.

This position is ideal for someone with outstanding customer service skills, strong dental insurance knowledge, and a passion for helping patients achieve healthy, confident smiles.

Primary Responsibilities

Patient Experience

• Welcome every patient with a warm, genuine smile.

• Create an exceptional first impression for all new and existing patients.

• Check patients in and out efficiently.

• Ensure patients feel comfortable and informed throughout their visit.

• Maintain a clean, organized, and professional reception area.

• Build long-term relationships with patients and families.

Telephone & Communication

We believe the telephone is the front door of our practice.

Responsibilities include:

• Answer all incoming calls professionally and enthusiastically.

• Convert new patient inquiries into scheduled appointments.

• Clearly explain services, insurance, and financing options.

• Return missed calls promptly.

• Confirm appointments and reduce no-shows.

• Respond professionally to texts, emails, and patient inquiries.

• Provide outstanding customer service on every interaction.

Ideal candidates love talking with people and can make patients feel welcome before they even walk through the door.

Scheduling

• Schedule new patient appointments.

• Schedule hygiene recalls.

• Schedule restorative treatment.

• Optimize the doctor's and hygienist's schedules.

• Minimize gaps and maximize productivity.

• Maintain a full schedule while accommodating emergencies.

• Utilize block scheduling principles.

Treatment Coordination

• Present treatment plans in a confident and compassionate manner.

• Explain recommended treatment and financial options.

• Discuss financing options, including Cherry and CareCredit.

• Schedule diagnosed treatment promptly.

• Encourage patients to complete recommended care.

• Help patients understand the value of dentistry without pressure.

Administrative Responsibilities

• Maintain patient records.

• Verify demographic information.

• Scan and upload documents.

• Process referrals.

• Manage incoming mail and correspondence.

• Maintain HIPAA compliance.

• Assist with daily reports and end-of-day reconciliation.

Ideal Candidate

We're looking for someone who is:

• Friendly and compassionate

• Positive and energetic

• Detail-oriented

• Organized

• Reliable

• Self-motivated

• Team-oriented

• Professional in appearance and communication

• Comfortable multitasking in a fast-paced environment

• Passionate about helping people

Qualifications

Preferred:

• 1+ years of dental front office experience

• Experience with Open Dental

• Dental insurance knowledge

• Treatment planning experience

• Insurance verification experience

• PPO billing knowledge

• Collections experience

• Strong computer skills

• Excellent written and verbal communication

• High attention to detail

Success Measures

A successful Patient Care Coordinator will:

• Deliver exceptional patient experiences every day.

• Answer every phone call with professionalism and warmth.

• Maintain high schedule utilization.

• Verify insurance accurately before appointments.

• Keep insurance claims current and organized.

• Help patients understand their treatment and financial options.

• Maintain strong collections while providing compassionate customer service.

• Contribute to a positive, supportive, and fun workplace culture.

Why Join The Smile Studio?

At The Smile Studio, we're more than just a dental office—we're building a practice centered around exceptional patient care, honesty, and kindness. We invest in our team, encourage professional growth, and strive to create an environment where both our patients and employees love coming to work.

If you enjoy helping people, thrive in a collaborative environment, and want to make a meaningful impact every day, we'd love to meet you.