Orthodontic Patient Coordinator

Job Summary

Carolina Braces is seeking a motivated, compassionate, and self-starting individual to join our team as an Orthodontic Patient Coordinator. This role is ideal for someone who enjoys building rapport over the phone, thrives in a fast-paced environment, and takes pride in helping patients begin their orthodontic journey with confidence and ease. The Orthodontic Patient Coordinator serves as the first point of contact for prospective patients and is responsible for managing incoming leads, scheduling consultations, verifying insurance information, and delivering an exceptional new patient experience.

Key Responsibilities:

New Patient Communication & Lead Management

• Answer high-volume inbound calls with professionalism and warmth, using approved scripts
• Make outbound calls to follow up with leads, confirm appointments, and engage with referrals
• Respond to web inquiries, social media messages, and referral communications
• Build rapport with prospective patients and provide a friendly, informative first impression
• Track and manage new patient leads using PracticeBeacon or a similar CRM

Scheduling & Patient Onboarding

• Schedule new patient consultations accurately and efficiently
• Meet or exceed scheduling and lead conversion goals
• Send digital new patient packets and ensure paperwork is completed prior to appointments
• Assist patients with forms and explain what to expect at their first visit

Insurance & Administrative Coordination

• Collect and enter accurate patient and insurance information
• Assist with basic insurance verification and communicate coverage expectations
• Maintain HIPAA-compliant and up-to-date records in patient systems

Referral Management & Clearance Coordination

• Prepare and send dental clearance letters when necessary
• Follow up with referring dental offices for required documentation
• Maintain smooth communication with external providers and track referral activity

Team Collaboration & Cross-Training

• Work closely with the front desk, treatment coordinators, and clinical team
• Participate in team meetings, training sessions, and quality improvement initiatives
• Cross-train and provide coverage in other call center support roles as needed

Qualifications & Skills

• High school diploma or equivalent required
• 1+ years of experience in a dental, or orthodontic office required
• Call center or phone-based customer service experience strongly preferred
• Strong verbal and written communication skills
• Proficiency in PracticeBeacon or similar CRM software (training available)
• Highly organized, detail-oriented, and able to multitask in a fast-paced environment
• Positive, professional, and patient-centered approach
• Knowledge of orthodontic/dental terminology and insurance basics is a plus

Schedule:

4 full days + 1 half day per week

Monday: 7:30am to 5:00pm

Tuesday: 8:30am to 6:00pm

Wednesday: 7:30am to 5:00pm

Thursday: 7:00am to 4:30pm

Friday: Rotating 

Dental or orthodontic office experience required

Benefits

• Competitive pay
• Medical, Dental, and Vision insurance
• 401(k)
• PTO and paid holidays
• Supportive team culture and room for growth