Orthodontic Coordinator in West Orange, New Jersey at ProSmile

Job Title: Orthodontic Coordinator
Department: Operations 
Reports to: Manager of Operations - Orthodontics
Direct Reports: None
FLSA Status: Non-Exempt 
Compensation Information: $25.00-$28.00 per hour, depending on experience

Company Overview 

ProSmile is the fastest growing dental organization on the East Coast and Midwest. Our premier DSO is led by world class dentists who understand what highly skilled dentists and dental professionals need to grow a practice while focusing on delivering the best-in-class clinical care to their patients. We offer up-to-date equipment and technology, experienced and friendly staff, and dentists who truly care about their patients, as well as competitive pay and, where applicable, a benefits package that includes medical, dental, vision, 401(k), training, and career growth opportunities.

Position Summary  

The Orthodontics (Ortho) Coordinator is responsible for coordinating the patient journey from initial consultation through treatment initiation. This role focuses on treatment plan presentation, financial coordination, and scheduling to maximize case acceptance and ensure an exceptional patient experience. The coordinator serves as a key liaison between providers, staff, and patients and plays a critical role in supporting practice growth and profitability.

Duties and Responsibilities 

• Present orthodontic treatment plans clearly and professionally to patients and families
• Educate patients on procedures, timelines, and follow-up care
• Discuss and arrange financial options, including payment plans and third-party financing
• Verify insurance benefits, collect required documentation, and submit insurance claims
• Address billing, insurance, and account-related questions promptly
• Maintain accurate patient records, demographic information, and payment histories
• If applicable, collect signatures for contracts, consent forms, and retention agreements
• Manage appointment scheduling, confirmations, and recall follow-ups
• Follow up on missed appointments and unpaid insurance balances
• Post payments, enter transactions, and reconcile patient accounts
• Coordinate lab cases and ensure timely submission and receipt
• Prepare accounts for debonding, including final balance reconciliation
• Promote in-office marketing initiatives
• Maintain appropriate supply inventory levels
• Support production goals by building efficient and productive schedules
• Travel as needed to multiple practice locations and the corporate office
• Perform additional duties as assigned

Knowledge and Skills/Expected Competencies  

• High School diploma or GED required
• Working knowledge of orthodontic treatments and procedures
• Strong understanding of dental insurance, billing, and claims processing
• Proficiency in Microsoft Office applications
• Excellent communication and interpersonal skills
• Strong organizational skills with the ability to manage multiple priorities

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.