Dental Office Check-In/ Patient Coordinator in Ottawa, Kansas at Custom Dental

Position Summary

The Dental Office Check-In / Patient Coordinator is responsible for ensuring an efficient, smooth, and welcoming experience for every patient. This role supports the overall flow of the practice by maintaining an accurate schedule, completing administrative tasks, and communicating effectively with both patients and team members. The primary purpose of this position is to keep the office running efficiently by managing patient intake, maintaining accurate records, and supporting the administrative needs of the front office.

Key Responsibilities

Patient Check-In & Front Desk Operations

• Greet and check in all patients promptly and professionally.
• Ensure required patient forms are completed and updated prior to appointments.
• Maintain a clean, organized, and welcoming front desk environment.
• Answer and manage a multi-line phone system efficiently and courteously.

Scheduling & Records Management

• Schedule patients in the appropriate columns following office protocols.
• Maintain accurate and up-to-date patient records in Dentrix.
• Manage daily schedule flow, including new patients, recall appointments, cancellations, and rescheduling.
• Send digital forms, appointment reminders, and confirmations.

Insurance & Financial Support

• Update charts with current dental insurance information.
• Assist the Financial Coordinator with insurance verification or financial tasks as needed.
• Ensure accurate documentation to support billing and claims processes.

Communication Expectations

• Communicate clearly with clinical team members regarding patient needs, schedule changes, or critical information.
• Handle patient communication via text, phone, and email, including follow-up calls and treatment reminders.
• Represent the practice with professionalism, warmth, and helpfulness in all interactions.

Technology & Systems

• Dentrix practice management software
• Dental Intel
• Multi-line phone system
• Digital communication and forms platforms

Qualifications & Experience

• Customer service experience required.
• Dental office experience is not required; training will be provided.
• Ability to learn dental terminology, scheduling protocols, and practice workflows.

Soft Skills & Competencies

• Friendly, welcoming, and patient-focused demeanor
• Highly organized with strong attention to detail
• Calm under pressure and able to multitask in a fast-paced environment
• Helpful, collaborative, and team-oriented
• Strong verbal communication skills