Patient Coordinator
Summary
Patient Coordinator at an orthodontic practice in Massachusetts, serving as the front desk face of the office by greeting patients, managing busy appointment schedules, coordinating care between patients and the clinical team, verifying insurance, collecting payments, and maintaining HIPAA-compliant records across two office locations.
At Simply Orthodontics, the Patient Coordinator is more than a front desk role — you are the first impression and a key part of creating a welcoming, positive experience for every patient and family. From check-in to scheduling future visits, you help keep the office running smoothly while ensuring patients feel comfortable and supported throughout their orthodontic journey. If you thrive in a fast-paced, patient-focused environment and know how to keep a busy schedule organized, we’d love to meet you.
This role travels with the team to both offices in Worcester, MA and Fitchburg, MA.
Responsibilities
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Create a welcoming, high-energy environment by greeting patients and families and setting the tone for an exceptional visit
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Keep the day running smoothly by managing a busy orthodontic schedule, minimizing wait times, and proactively resolving scheduling challenges as they arise
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Coordinate appointments for new patient exams, adjustment visits, retainer checks, and follow-up care with accuracy and attention to detail
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Serve as the connection point between patients, families, and the clinical team, ensuring smooth communication and seamless handoffs throughout the day
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Support patients through their visit — from check-in to check-out — including scheduling future appointments, collecting payments, and answering general questions
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Stay ahead of the schedule by confirming appointments, verifying insurance, managing recalls, and following up with missed or overdue appointments
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Maintain accurate patient records and ensure all documentation and processes align with HIPAA standards
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Contribute to a clean, organized, and professional front office environment
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Collaborate closely with the orthodontic team to support day-to-day office operations and create a positive patient experience
This is an opportunity to join a well-run, team-oriented orthodontic practice where your role is essential to both the patient experience and the success of the office.
Full-time Benefits
We recognize that taking care of our team is just as important as taking care of our patients. That’s why we offer a comprehensive benefits package, including:
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Health insurance starting on your first day of employment
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Vision insurance
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Paid vacation time
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Paid holidays
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Paid sick time
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Dental and orthodontic benefits
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401(k) retirement plan with employer contribution
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Consistent, set schedule (no weekends!)
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