Orthodontic Treatment Plan Coordinator

Job Title: Orthodontic Treatment Plan Coordinator
Department: Operations
Reports To: Dental Practice Manager
FLSA Status: Non-Exempt
Company Overview

ProSmile is one of the fastest-growing dental organizations, with a vast network of multi-specialty practices across New Jersey, Pennsylvania, Virginia, Michigan, Illinois, Wisconsin, Indiana, Washington D.C., and Maryland . Our practices are led by top-tier dentists who are committed to providing exceptional patient care while offering a supportive environment for dental professionals to thrive. We focus on delivering personalized, gentle care to our patients and creating a collaborative workplace with opportunities for mentorship, growth, and ongoing training.

Position Summary

Coordinating communications with patients and parents to ensure a commitment to dental treatment plans. Adept at establishing effective relationships between doctors staff members and patients. Committed to clearly presenting treatment options.

Duties and Responsibilities

The duties include, but are not limited to:

• Provide patients and parents with detailed information on dental financing options.
• Respond to all patient and parent inquiries in a timely courteous manner.
• Follow up with missed appointment letters
• Provide patients with a thorough explanation of the orthodontic procedures.
• Maintain strong relationships with all patients and dental staff.
• Discuss follow-up procedures with patients
• Maintain inventory of dental supplies and reorder as necessary.
• Convince patients to commit to follow-up treatments.
• Address any billing and insurance issues in a timely manner.
• Address patient concerns and grievances in a timely manner.
• Greet patients and answer any immediate questions.
• Contact patients with appointment reminders.
• Verify and update all patient demographic data
• Collect all insurance information from patient / parent
• Verify Insurance Benefits
• Verify both, insurance, and patient payments, are up to date.
• Follow up with unpaid insurance
• Promote in office marketing items
• Gather and submit claims and documents required by Insurance companies
• Set up patient account in auto pay system (OrthoBanc)
• Perform hard credit inquiries and set up financing (Care Credit)
• Ensure office profitability by building productive schedules
• Follow up with patients’ Recall visits
• Enter transactions and post payments
• Review Provider’s schedule and charts (if applicable)
• Ensure accuracy of accounts (set up properly / Guarantor / FRP in account /correct provider & clinic)
• Collect signatures on contracts and consent forms
• Ensure lab cases are both sent to the lab and follow up for lab cases returned from lab
• Prepare accounts for Debond (retention agreements, termination waivers, reconcile final balances)
• Ability to travel daily, by personal car, to multiple dental practices and corporate office
• Ensure that the provider will reach Goal production
• Performs miscellaneous job-related duties as assigned

Knowledge and Skills/Expected Competencies

• High school degree or GED required
• Substantial familiarity with Ortho treatments and procedures
• Strong knowledge of financing options and dental payment processing
• Proficient in the use of MS Office software applications
• Remarkable understanding of dental insurance claims
• Excellent interpersonal skills and communications abilities
• Impressive ability to efficiently manage multiple tasks

Benefits Summary

At ProSmile, we are committed to supporting the health and well-being of our employees and their families. We offer the following benefits for Full Time Benefits Eligible Positions (35+ hours per week) and Part Time Benefits Eligible Positions (30-35 hours per week):

• Medical Insurance : Choice of five comprehensive Aetna medical plans, including options with low copays, deductible-sharing, and national provider networks.
• Dental Insurance: MetLife plans offering preventative, basic, major, and orthodontic coverage options.
• Vision Insurance : Davis and UHC vision plans with annual exams, eyewear allowances, and contact lens benefits.
• Flexible Spending & Health Savings Accounts : Pre-tax savings accounts for medical, dependent care, and healthcare expenses.
• Life & Disability Insurance: Employer-paid basic life and AD&D insurance, with voluntary life, short-term, and long-term disability plans.
• Additional Perks:
  • Employee Assistance Program (EAP)
  • Identity Theft & Fraud Protection
  • Legal Support Services
  • Discount Programs (including pet insurance, travel, theme parks, electronics, etc.)
  • Wellness Programs
  • Financial Wellness and Planning Tools

Physical/Mental Demands and Work Environment
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.

The Company reserves the right to modify the job description based upon its needs and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between the Company and the employee.

Equal Employment
Our culture encourages individual development, embraces an inclusive environment, rewards innovative excellence, and leads in provider and patient satisfaction. Prosmile values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged.
ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply.

Company Safety
We believe that the best care for our patients starts with the best care for our employees. ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.