Treatment Plan Coordinator at Speciality Practice

Treatment Plan Coordinator - Job Description Department: Administrative Reports To: Practice Manager / Lead Dentist Position Summary: The Treatment Plan Coordinator is responsible for facilitating a seamless patient experience from diagnosis through case acceptance and financial arrangement. This role bridges the clinical and administrative teams by ensuring patients understand their treatment options, associated costs, and scheduling needs. The coordinator supports the patient's journey with empathy, precision, and clear communication, maintaining accurate documentation within Dentrix and other integrated systems. Primary Responsibilities 1. Case Presentation and Treatment Coordination Review doctor's notes, x-rays, and diagnostic reports to create complete treatment plans within Dentrix. Present treatment plans to patients, clearly explaining procedures, timelines, benefits, and associated costs. Provide printed or digital copies of treatment plans at both the first and second consultations. Ensure compliance with the No Surprises Act, disclosing all treatment costs in advance. Coordinate with dental assistants and providers when treatment changes require updates to the plan. 2. Financial Coordination Review insurance eligibility and benefits with the patient prior to finalizing the treatment plan. Prepare and review financial agreements, including payment plans and third-party financing (e.g., CareCredit). Verify that all signed consents and financial agreements are uploaded into the Document Center under the correct category (Consent Forms & Treatment Plans). Monitor treatment acceptance rates and ensure accurate recording for KPI reporting. 3. Scheduling and Follow-Up Schedule treatment appointments according to the Appointment Outline Protocol for each procedure type (ALF, Sleep Appliance, Ortho, Surgical, etc.). Ensure appointment sequencing matches the treatment case report and that all associated fees are properly reflected. Collaborate with the Scheduling Coordinator to manage reschedules, cancellations, and unscheduled lists. Follow up with patients who have outstanding treatment plans to encourage timely scheduling. 4. Clinical and Administrative Coordination Create and submit CBCT zip files to Beam Readers when requested by the doctor, documenting case numbers in the patient chart. Record communications and case updates in Dentrix clinical notes and DentalWriter (DW) as applicable. Ensure that all documents, reports, and referrals are filed correctly in the Dentrix Document Center. Participate in morning huddles to review patients scheduled for treatment presentations or follow-ups. 5. Reporting and Compliance Maintain accurate records of all treatment plans, acceptance rates, and pending cases. Assist in preparing reports for monthly team meetings and quarterly business reviews. Uphold confidentiality and compliance with HIPAA and the No Surprises Act. Required Skills and Competencies Strong communication and interpersonal skills with the ability to educate and build trust with patients. Proficient in Dentrix, DentalWriter, and related imaging and document systems. Understanding of dental terminology, CDT codes, and treatment sequencing. Financial literacy in payment plans, insurance coordination, and treatment cost structures. Highly organized, detail-oriented, and capable of multitasking in a fast-paced environment. Performance Metrics Treatment plan acceptance rate (goal: 85% for new patients, 80% for existing patients). Accuracy of treatment plan data in Dentrix. Timeliness of follow-ups for pending or unscheduled treatment. Compliance with documentation and financial disclosure standards. Employment Type: Full Time Salary: $65,000 - $85,000 Annual Bonus/Commission: Yes