Pediatric Treatment and Insurance Coordinator

We are seeking a friendly, organized, detail-oriented, and motivated Treatment & Insurance Coordinator to join our growing pediatric dental team!

The ideal candidate is passionate about helping children and families, has excellent communication skills, and understands the importance of creating a positive experience for parents throughout their child’s dental treatment journey.

This position plays a vital role in helping families understand recommended treatment, insurance benefits, and financial responsibilities while ensuring efficient scheduling, accurate insurance processing, and timely follow-up.

We are looking for someone who is confident discussing financial arrangements, proactive in following up on unscheduled treatment, and committed to providing exceptional customer service.

Key Responsibilities

Treatment Coordination

• Present and explain recommended dental treatment plans to parents and guardians in a clear, compassionate, and confident manner.
• Review treatment estimates, insurance coverage, and estimated out-of-pocket expenses.
• Educate families on the importance of completing recommended dental treatment in a timely manner.
• Discuss financial options and payment arrangements according to office policies.
• Coordinate scheduling for restorative procedures, sedation appointments, and hospital dentistry when applicable.
• Maintain an organized system for tracking and following up on unscheduled treatment plans.
• Work toward improving treatment acceptance and reducing outstanding unscheduled treatment.
• Collaborate closely with doctors, clinical staff, and scheduling coordinators to ensure a seamless patient experience.

Dental Insurance Coordination

• Verify dental insurance eligibility, benefits, coverage limitations, deductibles, and annual maximums.
• Obtain accurate insurance breakdowns prior to patient appointments.
• Explain insurance benefits and estimated patient portions to parents and guardians.
• Submit dental claims accurately and promptly with necessary documentation.
• Prepare and submit insurance pre-authorizations and predeterminations when needed.
• Maintain accurate insurance information and documentation in patient records.
• Communicate professionally with insurance representatives to resolve coverage and payment issues.
• Stay informed about insurance guidelines, coding updates, and payer requirements.

Financial Coordination

• Clearly communicate treatment costs and financial expectations before procedures.
• Collect patient portions and coordinate payment arrangements in accordance with office policies.
• Assist with outstanding patient balances and account follow-up.
• Maintain accurate financial records and treatment estimates.
• Help minimize billing errors and insurance-related delays.
• Ensure families feel informed, respected, and comfortable discussing financial matters.

Patient & Parent Communication

• Build trusting relationships with parents and guardians.
• Provide a welcoming, supportive, and professional experience.
• Address questions and concerns regarding treatment, insurance, and finances with patience and empathy.
• Communicate effectively with families who may feel anxious or overwhelmed by dental treatment recommendations.
• Protect patient confidentiality and follow HIPAA requirements.
• Work collaboratively with the entire dental team to maintain a positive, family-centered environment.

Qualifications

Required:

• Strong communication, customer service, and organizational skills.
• Ability to confidently explain treatment costs and financial responsibilities.
• Excellent attention to detail and ability to multitask in a busy dental office.
• Professional, dependable, and team-oriented attitude.
• Comfortable handling sensitive financial conversations.
• Proficiency with computers and the ability to learn dental practice management software.

Preferred:

• 2+ years of dental front office, treatment coordination, or dental insurance experience.
• Previous pediatric dental experience.
• Knowledge of dental terminology, CDT codes, and insurance billing procedures.
• Experience with PPO dental insurance plans and benefit verification.
• Familiarity with dental practice management software such as Dentrix, Open Dental, or similar systems.
• Experience coordinating sedation or hospital-based dental treatment.
• Bilingual English/Spanish is a plus.

Ideal Candidate

Our ideal Treatment & Insurance Coordinator is someone who:

• Is warm, patient, and genuinely enjoys working with children and families.
• Takes ownership of responsibilities and follows through without constant reminders.
• Is confident and comfortable presenting treatment plans and discussing finances.
• Is highly organized and proactive with insurance claims and treatment follow-up.
• Can manage multiple priorities while maintaining accuracy.
• Has strong problem-solving skills and a positive attitude.
• Understands that successful treatment coordination is about building trust, educating families, and helping children receive the dental care they need.
• Works well with others and contributes to a supportive, accountable team environment.

Performance Expectations

Success in this role will be measured by:

• Accurate and timely insurance verification.
• Consistent follow-up on outstanding insurance claims and preauthorizations.
• Increased treatment plan acceptance and scheduling.
• Reduction in unscheduled treatment and outstanding claims.
• Accurate treatment estimates and financial arrangements.
• Positive parent feedback and patient satisfaction.
• Strong teamwork, reliability, and accountability.

Why Join Our Team?

We are a patient-centered pediatric dental practice dedicated to creating positive dental experiences for children and their families. We value teamwork, professionalism, kindness, and excellent patient care.

We are looking for someone who wants to grow with our practice, take pride in their work, and make a meaningful difference in the lives of our patients.