Communications Coordinator in Margate, Florida at Vitana Pediatric & Orthodontic Partners

Are you passionate about delivering exceptional customer service and creating outstanding patient experiences? We are looking for friendly, organized, and motivated Communications Coordinators to join our growing pediatric and orthodontic organization.

Unlike a traditional call center, each Communications Coordinator is assigned to a primary office location and becomes an integral part of that office's team. In this role, you will serve as the primary point of contact for patients calling your assigned practice, working closely with the Office Manager, doctors, and clinical team to ensure every patient receives an exceptional experience from their very first interaction.

While your primary responsibility will be supporting one designated office, you will also assist with overflow calls from other locations as needed to ensure all patients receive timely service.

A Career, Not Just a Job

This is a tiered career opportunity designed to reward performance, leadership, and professional growth.

Our Communications Coordinator career path includes:

• Entry-level role
• Learns our systems, scheduling processes, and patient communication standards
• Builds the foundation for success

• Advanced communications specialist
• Handles more complex scheduling, insurance, and patient inquiries
• Serves as a mentor and resource for newer team members

• Leadership position
• Coaches and develops Communications Coordinators
• Performs quality assurance and supports operational initiatives
• Partners with leadership to improve workflows and patient experience

We are committed to promoting from within and providing opportunities for advancement based on performance, competency, and leadership.

Primary Responsibilities

• Serve as the primary Communications Coordinator for an assigned practice.
• Answer incoming calls professionally and provide an exceptional patient experience.
• Schedule, confirm, reschedule, and manage patient appointments.
• Assist patients with questions regarding providers, services, office locations, insurance, and treatment.
• Verify insurance information and accurately document patient interactions.
• Maintain scheduling accuracy while maximizing provider productivity.
• Collaborate daily with the Office Manager and clinical team to support office operations.
• Monitor appointment availability and help identify scheduling opportunities.
• Assist with overflow calls from other practice locations when needed.
• Maintain HIPAA compliance and patient confidentiality.
• Accurately document all communications within the practice management software.

Qualifications

• High school diploma or equivalent.
• Excellent verbal and written communication skills.
• Strong customer service skills with a warm, professional phone presence.
• Exceptional organization and multitasking abilities.
• Ability to work independently while collaborating with multiple departments.
• Strong computer skills and attention to detail.
• Dental experience preferred for higher-tier positions.
• Positive attitude with a passion for helping patients.

What Success Looks Like

Successful Communications Coordinators are evaluated on:

• Patient experience
• Call quality
• Scheduling accuracy
• New patient conversion
• Appointment utilization
• Documentation accuracy
• Reliability and attendance
• Team collaboration
• Problem-solving abilities
• Overall contribution to office performance

Why Join Our Team?

• Career advancement opportunities through our Tier I–III Communications Coordinator program.
• Supportive leadership committed to professional development.
• Opportunity to become an integral member of one office while collaborating across multiple practices.
• Competitive compensation based on experience and position level.
• A positive, patient-focused culture dedicated to delivering exceptional care.