Experienced Orthodontic Treatment Coordinator - Farmington Valley Orthodontics - West Hartford, CT

Experienced Orthodontic Treatment Coordinator Oct 26, 2026 About us West Hartford Orthodontics and Farmington Valley Orthodontics are one doctor-owned practice with two offices: West Hartford (345 North Main Street) and Avon (20 West Avon Road). Every patient is treated by Dr. Natalia Menjivar from first consult to final retainer, not a rotating cast of doctors. We are a small, close-knit team rooted in our community. We run on clear systems and give each team member real ownership of their role. We want people who make decisions, not people who wait to be told. The role You are the person who turns a consultation into a confident "yes." As our Treatment Coordinator, you guide new patients and families from their first visit through the decision to start treatment, and you own our new-patient start goals. This is not a script-reading sales job. It calls for someone who reads people well, hears the real concern behind an objection, and responds with warmth and honesty. Your style is gentle but firm: you make families feel understood, and you still help them reach a decision rather than leaving it open-ended. You are comfortable talking about money. You present fees and payment options clearly, without apology or pressure, and you help families find a path that works for them. What you'll do New-patient experience Welcome new patients and families and set a warm, unhurried tone for the consultation Learn what matters to each family before the exam: their goals, worries, schedule, and budget Partner with Dr. Menjivar during the consult, then translate the treatment plan into plain language Treatment and financial conversations Present treatment recommendations, fees, and payment options clearly and confidently Discuss money openly: down payments, monthly plans, insurance benefits, FSA/HSA, and third-party financing Listen for the real barrier behind an objection (cost, timing, fear, a co-parent not present) and respond to it directly Ask for the decision with kindness and clarity, and secure same-day starts where appropriate Work within the practice's financial guidelines, using your own judgment on payment arrangements inside them Follow-up and conversion Own follow-up for every pending patient with a personal, timely touch: calls, texts, emails, or handwritten notes Tailor each follow-up to what you learned about that family, never a generic reminder Track every consult and pending case so no family falls through the cracks Coordinate observation/recall patients and invite them back when the timing is right Practice partnership Track and report start rates, pending conversions, and reasons patients decline Share patterns with Dr. Menjivar and suggest improvements to the consult process Strengthen referring-dentist relationships by keeping offices informed of their patients' status Verify insurance benefits and set up contracts and financial agreements accurately Cover both offices as scheduled and back up the front desk when needed Who you are You read people. You notice the hesitant parent, the teen who has gone quiet, the spouse doing the math. You adjust in the moment. You listen more than you talk. You ask good questions and let families tell you what is really holding them back. You are gentle but firm. You can hold a boundary on fees or policy and still leave someone feeling cared for. You see objections as information, not rejection. "It's too expensive" or "we need to think about it" is where your work begins. You are at ease with money conversations. You talk about cost as naturally as you talk about the weather. You are goal-driven. You know your numbers, you want to hit them, and you would never pressure a family to get there. You follow through. A promised call happens on the day you promised it. You make decisions. You take ownership within clear guidelines instead of bringing every question to the doctor. Qualifications Required 2+ years as an orthodontic treatment coordinator, or 3+ years in a closely related dental/patient-financial role A track record of meeting or exceeding case-acceptance or start goals (be ready to share your numbers) Working knowledge of orthodontic treatment phases, appliances, and dental/orthodontic insurance Comfort with orthodontic practice management software and digital communication tools Excellent spoken and written communication Willingness to work at both of our offices Strongly preferred Background in hospitality, customer experience, or consultative sales How we'll measure success Measure What it shows Monthly new-patient starts vs. goal Whether we are growing as planned Consult-to-start conversion rate How well consults become decisions Same-day start rate How confidently families decide in the room Pending patients converted within 60 days The strength of your follow-up Follow-up completed on schedule Reliability: no family forgotten Family and referring-dentist feedback Whether people feel cared for, not sold to Schedule, pay and how to apply Schedule: Monday-Friday, 32-40 hours flexible, split between West Hartford and Avon Compensation: Commensurate with experience Benefits: Paid time off, holidays, 401k retirement plan with matching and profit sharing To apply: Send your resume and a short note to fvorthodontics@gmail.com. In your note, tell us about a time you helped a family who was on the fence decide to move forward, and what you said that made the difference. West Hartford Orthodontics and Farmington Valley Orthodontics are equal opportunity employers. Pay: $30.00 - $34.00 per hour Expected hours: 32.0 – 40.0 per week Benefits: 401(k) 401(k) matching Employee discount Paid time off Work Location: In person

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