Patient Coordinator

2 weeks ago

North Kingstown, Rhode Island, United States Plum Dental Group Full time $40,000 - $60,000 per year

Job Title: Patient Coordinator

Department: Operations

Reports To: Practice Manager

FLSA Status: Non-Exempt

Position Summary

As the first point of contact for our patients, you play a key role in creating a warm, professional, and personalized experience. You will actively listen to patient needs, foster strong patient-practice relationships, respond with empathy, and engage in thoughtful problem-solving. Administrative responsibilities include scheduling, patient communications, insurance verification, check-in/out, and general administrative support to ensure the front office runs smoothly and patients feel genuinely heard and cared for throughout their visit.

This is a great role for someone who is friendly, detail-oriented, and takes pride in creating a smooth, welcoming experience for patients.

Key Responsibilities

Patient Experience & Communication

  • Greet and welcome patients warmly to create a positive first impression.
  • Answer phone calls, respond to inquiries, and direct calls to the appropriate team member.
  • Provide information on treatments, policies, and financing options clearly and empathetically.
  • Listen with care to create a positive, and professional impression, and a personalized experience.

Appointment Management

  • Schedule and confirm appointments in the practice management system.
  • Coordinate schedules with clinical teams to optimize patient flow.
  • Send reminders and confirmations to minimize no-shows.

Check-In / Check-Out

  • Verify and update patient demographics, medical histories, and consent forms.
  • Schedule follow-up appointments and collect payments or co-pays.

Insurance & Financial Coordination

  • Verify insurance coverage and benefits prior to appointments.
  • Collect and post payments, assist with billing inquiries, and support claim processing.
  • Discuss treatment costs and financial arrangements when needed.

Administrative & Operational Support

  • Maintain accurate patient records in compliance with HIPAA.
  • Enter appointment data, treatment notes, and updates into CareStack (or other PMS).
  • Monitor and restock front office supplies to ensure a professional reception space.
  • Assist with filing, correspondence, and other administrative tasks.

Team & Office Support

  • Relay important patient updates to clinical staff for seamless coordination.
  • Prepare necessary documents and files for patient visits.
  • Maintain a clean, safe, and welcoming reception area.
  • Support the Practice Manager or Associate Practice Manager with operational duties as needed.
  • Willingness to travel between locations as needed.

All other duties as assigned.

Qualifications

  • 1+ year of experience in dental, healthcare, or a customer/patient service role (such as front desk, hospitality, or guest services) preferred.
  • Strong interpersonal and communication skills.
  • Organized, detail-oriented, and proactive.
  • Experience with dental insurance verification and patient scheduling preferred.
  • Familiarity with CareStack or other dental practice software a plus.
  • Commitment to outstanding patient service and team culture.

Compensation & Benefits

  • Competitive hourly rate.
  • Health, dental, vision, and retirement benefits.
  • Paid time off and holidays.
  • Training and development opportunities with a growing organization.

Job Type: Full-time

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Referral program
  • Vision insurance

Experience:

  • Dental: 1 year (Preferred)
  • Front Desk: 1 year (Preferred)

Ability to Commute:

  • North Kingstown, RI Required)

Work Location: In person

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