Implant Case Acceptance Specialist

Position Overview

We are seeking a highly organized, sales-driven Treatment Coordinator to serve as the primary case acceptance and follow-up engine for full-arch dental implant treatment (All-on4/All-on-X/full-mouth rehabilitation).

The Treatment Coordinator is responsible for owning the patient journey after diagnosis, from case presentation through financial approval, scheduling, follow-up, and final decision. This position requires disciplined CRM usage, detailed documentation, consistent outbound activity, and comfort discussing high-value treatment plans.

This is not a front desk or administrative role. This is a consultative sales position within a clinical environment.

Core Responsibilities

1. Implant Case Presentation & Conversion

• Present complex full-arch implant treatment plans in a clear, structured and patient-friendly manner
• Translate clinical recommendations into outcome-focus, benefit-driven conversations
• Confidently guide patients through large treatment decisions ($20k-$60k+)
• Address objections related to cost, fear, timing, and trust with professionalism and empathy
• Drive clear next steps toward treatment acceptance or defined follow-up

2. CRM Ownership, Documentation & Notetaking

• Maintain immaculate CRM and Dentrix records for every patient interaction
• Enter detailed consultation notes, financial discussions, objections, follow-up timelines, and outcomes
• Ensure every implant case has: 
  • Clear status
  • Next Action
  • Follow-up date
  • Documented communication history
• No patient or case is ever "lost", undocumented, or unclear

3. Follow-up & Outbound Call Discipline

• Own all unscheduled, pending, and undecided implant cases
• Execute structured follow-up workflows via:
  • Outbound phone calls
  • Voicemails
  • Text and email communication (per office protocols)
• Meet or exceed minimum outbound activity requirements, including: 
  • Daily outbound call volume targets
  • Follow-up attempts per case
• Maintain persistence without pressure, ensuring patients feel supported, not chased

4. Financial Conversations & Application Processing

• Confidently present financial options and investment expectations
• Educate patients on available financing options
• Process and submit third-party financial applications
• Track application status, approvals, declines, and alternative options
• Clearly explain payment structures, timelines, and next steps
• Remove confusion and friction from the financial decision-making process

5. KPI Tracking & Performance Accountability

• Track and report on individual performance metrics, including but not limited to: 
  • Case acceptance rate
  • Dollar amount of treatment accepted
  • Outbound call volume
  • Follow-up completion rate
  • Financing application approval rate
• Participate in regular performance reviews and KPI meetings
• Consistently meet or exceed established sales and activity goals
• Take ownership of personal performance and continuous improvement

6. Clinical Coordination & Scheduling

• Coordinate treatment sequencing for full-arch implant cases
• Schedule surgical and follow-up activity
• Clean, detailed CRM records with zero ambiguity
• Patients feel informed, confident, and supported
• Doctors and leadership have clear visibility into case status pipeline

Requirements & Experience

Required

• 3+ years experience in dental treatment coordination or clinical practice
• Strong knowledge of dental terminology and treatment planning
• Dentrix and CRM experience
• High comfort level discussing finances and large treatment plans
• Strong phone presence and written communication skills

Preferred

• Experience with implants, full-arch, or complex restorative cases
• Sales, case acceptance, or consultative closing background
• Experience processing third-party financial applications
• Experience working with KPIs, call volume goals, and performance metrics

Personal Attributes

• Extremely organized and detail-oriented
• Comfortable with accountability and measurable goals
• Empathetic yet confident communicator
• Persistent, disciplined, and proactive
• Ownership mindset - sees cases through to resolution

Compensation & Benefits

• Competitive base compensation
• Performance incentives tied to case acceptance and KPI achievement (after introductory period)
• Health Insurance
• Paid Time Off
• Paid Sick Leave
• Eligibility for incentive programs following introductory period