Treatment Coordinator

Dental Office•Brunswick, GA

About The Position

The Treatment Coordinator plays a crucial role in ensuring that new patients experience a smooth and welcoming transition into Weaver Orthodontics. This role facilitates clear communication with specialists and referring dental partners, while helping patients feel informed, comfortable, and confident throughout their treatment journey. As an extension of the doctor and the practice, the Treatment Coordinator focuses on relationship-building, listening to patients’ needs, answering questions, and guiding them through each step required to move from initial consultation to active treatment or recall status. By managing these responsibilities, the Treatment Coordinator enables the doctor to spend more focused time with patients while strengthening trust with families, general dentists, and specialists. Schedule: Full-Time Hours: Mon–Thu 8:5, Fri 8:30–12 Travel: Jesup office once weekly (Thursdays)

Requirements

Minimum two years of dental experience preferred (orthodontic experience strongly valued)
Prior treatment coordinator experience preferred
Bilingual candidates strongly preferred (not required)
Ability to travel to the Jesup location once weekly
Recent graduates are welcome to apply
Interpersonal Skills: Ability to build strong rapport with patients, parents, the doctor, team members, and community partners
Verbal Communication: Clear, effective communication in person and over the phone; pleasant and professional phone presence
Written Communication: Strong letter composition skills and legible documentation
Problem-Solving: Ability to guide patients with gentle persuasion and effective scheduling strategies
Computer Skills: Proficiency in data entry, tracking, imaging, and basic graphics

Responsibilities

Patient Management
Receive and document new patient inquiries, entering complete information in the practice system, and preparing initial welcome packets
Prepare all materials needed for the new patient exam, including x-rays, and sibling records
Greet new patients, complete health histories, and conduct office tours
Ensure photos and panoramic images are obtained during the exam
Review medical history, chief concerns, allergies, trauma history, and any pre-medication requirements
Present treatment fee estimates, explain the records-taking process, and prepare exit packets
Review payment options, contracts, and informed consent with the patient/parent
Ensure accurate completion of charts, letters, and contracts
Schedule treatment appointments and answer all questions throughout the onboarding process
Post checkout codes and verify accurate patient status in the system
Schedule recall appointments for patients not yet ready for treatment.
Follow up with all pending decision patients
Prepare charts for consultations and assist with treatment starts
Coordinate communication and records with oral surgeons and other specialists
Send referral letters to general dentists when we refer a patient to their office
Track daily exams and recall-ready patients in preparation for morning meetings
Assist with recall and recall-ready appointments when needed
Follow up with surgery patients after specialist consultations
Miscellaneous Responsibilities
Maintain the cleanliness and organization of the exam/consultation rooms
Support monthly production goals; maintain a conversion rate of at least 70%
Participate actively in staff meetings and internal committees
Perform other duties as assigned by the doctor
Promote a positive team culture built on trust, respect, and cooperation