Dental Patient Coordinator - Aspiring Smiles Aesthetic Dental Spa - Boca Raton, FL

Job Summary Great personality. Exceptional customer service. Ready to build a career in dentistry. Aspiring Smiles is looking for an energetic, organized, and genuinely friendly Dental Patient Coordinator to become one of the faces and voices of our practice. For this position, we care about experience, but we care even more about who you are. We can teach systems. We can teach software. We can teach you how our practice operates. We cannot teach someone to genuinely enjoy helping people, bring positive energy to work, take pride in doing things correctly, or care about creating an amazing patient experience. If you're personable, quick to learn, great at multitasking, comfortable on the phone, able to follow systems and directions, and excited about building a career in dentistry, we want to meet you. WHO SHOULD APPLY? We would especially love to meet: A dental assistant or recent dental assisting extern who wants to transition into the administrative/business side of dentistry A newer dental front-office team member with 3+ months of dental office experience Someone early in their dental career who is looking for an office where they can learn, grow, and take on more responsibility Dental experience is strongly preferred because understanding dental terminology, procedures, and the flow of a dental office will help you succeed. YOU'LL BE THE FIRST IMPRESSION Our Patient Coordinator helps set the tone for the entire patient experience. You'll greet patients when they arrive, answer the majority of incoming phone calls, respond to texts and emails, check patients in, assist with scheduling, and make sure patients feel acknowledged and cared for from the moment they contact our office. We want someone who can smile through the phone. Someone who remembers that the person standing at the front desk takes priority over finishing a task on the computer. Someone who notices when a patient looks confused or has been waiting too long and does something about it. YOU'LL OWN THE HYGIENE SCHEDULE One of your most important responsibilities will be keeping our hygiene schedule full and productive. That means you will: Monitor openings in the hygiene schedule Call patients to fill cancellations and open appointments Work recall and overdue hygiene patients Confirm upcoming appointments Help prevent avoidable holes in the schedule Reschedule cancellations quickly Schedule appropriate future appointments Know where tomorrow's openings are before tomorrow arrives A cancellation isn't just an empty spot on the computer. It is a patient who needs care and an opportunity to keep the practice moving. We want someone who takes ownership of filling it. PATIENT COMMUNICATION & SCHEDULING You will: Greet and check in patients Answer incoming calls professionally and enthusiastically Respond to patient texts and emails Schedule and reschedule appointments Confirm upcoming appointments Send new-patient and required paperwork Follow up to ensure paperwork is completed and returned Scan insurance cards and identification into patient charts Communicate delays and help keep patients informed Help maintain smooth patient flow throughout the day DENTAL INSURANCE VERIFICATION You do not need to be an insurance expert on day one. You do need to be willing to learn it correctly. You will be trained to: Contact dental insurance companies Obtain complete dental benefit breakdowns Verify patient eligibility Document benefits accurately Enter insurance information into the dental software Make sure required insurance information is available before the patient's appointment Recognize when information is missing and follow through until it is obtained Accuracy matters. Our clinical and financial teams depend on the information you enter. DAILY OFFICE RESPONSIBILITIES You'll also help keep the practice organized and prepared by: Printing the next day's schedules and route slips Preparing necessary paperwork for upcoming patients Scanning end-of-day paperwork into patient charts Assisting with prescription calls as directed by the doctor Contacting dental laboratories regarding patient cases Tracking expected lab cases and making sure they arrive when needed Ordering and maintaining front-office supplies Updating office metric boards Helping the team stay aware of schedule changes throughout the day YOU OWN THE FRONT-OFFICE EXPERIENCE If something in the reception area looks messy, empty, unprofessional, or out of place, we don't want someone who walks past it because “that's not my job.” You will take pride in how our front office looks and feels. That includes helping ensure the reception and front-office areas are: Clean Organized Professionally presented Properly stocked Patient-ready throughout the day Our patients should walk into an environment that feels welcoming, organized, and cared for. HELP KEEP THE DAY MOVING A dental office can change quickly. Patients arrive early. Someone runs late. An emergency gets added. A hygiene appointment cancels. A lab case hasn't arrived. We need someone who can multitask without losing the patient experience. You'll help monitor the daily schedule, communicate with the team, recognize when we're falling behind, and help keep patient flow moving as smoothly and on time as possible. THE PERSON WE'RE LOOKING FOR You are: Naturally friendly and outgoing Extremely personable Customer-service driven Positive and upbeat Professional in appearance and communication Comfortable speaking with patients on the phone Organized Detail-oriented Able to multitask A quick learner Able to follow directions and established systems Comfortable being held accountable for your responsibilities Willing to ask questions when you don't know something Able to accept coaching and apply what you've learned Someone who finishes what they start Someone who notices what needs to be done Interested in growing within the dental industry THIS POSITION MAY NOT BE FOR YOU IF... You dislike being on the phone. You are uncomfortable initiating conversations with patients. You need to be reminded repeatedly to complete routine responsibilities. You become easily overwhelmed when several things happen at once. You prefer waiting for someone to tell you what to do next. Or you believe working at the front desk means sitting behind a computer and checking patients in. THIS COULD BE YOUR OPPORTUNITY IF... You walk into a room and naturally make people feel welcome. You enjoy learning. You like being busy. You take pride in getting things done. You want to understand not just what you're doing, but why you're doing it. And most importantly, you're looking for more than your next job, you want an opportunity to build a career in dentistry. We are willing to invest in the right person. Bring us your personality, work ethic, reliability, willingness to learn, and commitment to exceptional customer service. We'll help you build the rest. If that sounds like you, we'd love to meet you. Apply with your resume and tell us briefly why you believe you would be a great fit for a patient-focused dental practice. Pay: $18.00 - $22.00 per hour Work Location: In person

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