Dental Patient Care Coordinator / Front Office

Cocoa, FL - Full-Time - Non-Exempt - $16 – $20 per hour (based on experience)

About Our Dental Practice

We are a patient-centered dental practice in Cocoa, FL focused on delivering high-quality care in a welcoming, professional environment. We are seeking an experienced Dental Patient Care Coordinator to join our front office team and serve as the first point of contact for our patients.

This role is ideal for someone who enjoys patient interaction, scheduling, insurance coordination, and keeping a busy dental office running smoothly.

Position Overview

The Dental Patient Care Coordinator is responsible for front office operations including patient check-in/check-out, scheduling, insurance verification, payment collection, records management, and patient communication. This position plays a critical role in creating a positive patient experience and supporting the clinical team.

Key Responsibilities

Patient Experience & Front Office 

• Greet and welcome patients warmly and professionally
• Serve as the “first voice on the phone” and answer calls with excellent etiquette
• Check patients in and out; collect co-payments and post payments
• Maintain a friendly, calm demeanor in a fast-paced environment
• Keep reception area organized, tidy, and stocked
• Prepare and send new patient letters, thank-you cards, and correspondence

Scheduling & Patient Flow 

• Schedule, confirm, and manage patient appointments
• Confirm all unconfirmed appointments at least 48 hours in advance
• Coordinate patient flow with assistants and providers
• Optimize schedules to support production and hygiene goals
• Manage ASAP / short-call lists
• Follow up on same-day no-shows and cancellations
• Ensure next appointments are scheduled before patients leave

New Patient, Recall & Reactivation 

• Complete new patient intake and welcome process
• Verify insurance for upcoming appointments (next day and 2 days out)
• Manage recall and reactivation of overdue or inactive patients
• Contact patients to fill hygiene schedules and open time
• Track new patient referrals and communication

Records & Insurance Support 

• Maintain accurate patient demographic and insurance information
• Scan and upload documentation and x-rays into electronic charts
• Route x-rays to doctors for review
• Assist with insurance claims, questions, and follow-ups as needed
• Ensure HIPAA and medical history forms are completed and updated

Office Operations 

• Open and close the front office following office protocol
• Check voicemails and emails throughout the day
• Back up computer systems as required
• Notify Practice Administrator of equipment or supply needs
• Maintain accurate documentation of patient communications

Qualifications  

• High school diploma or equivalent
• Minimum 1 year of experience in a dental front office or similar healthcare role (required)
• Previous experience as a Dental Assistant is a plus.
• Strong communication and customer service skills
• Organized, detail-oriented, and able to multitask
• Ability to work independently and as part of a team
• Professional, punctual, and reliable
• Comfortable with computers, email, and dental software (Eaglesoft)
• Knowledge of dental terminology and insurance preferred

Physical & Work Environment Requirements 

• Ability to sit, stand, walk, bend, and stoop throughout the day
• Ability to remain calm and professional in a busy environment

Compensation 

• $16 – $20 per hour, based on experience
• Full-time, stable position
• Paid time off
• Supportive team environment
• Opportunity to grow within the practice