Patient Care Coordinator Job Description

Location: Menomonie, WI

Reports To: Practice Manager

Employment Type: Full-Time

Schedule: Monday – Friday

Position Summary

The Patient Care Coordinator / Treatment Coordinator is the first and last point of contact for patients and plays a key role in delivering an exceptional patient experience. This role is responsible for managing front desk operations, scheduling, patient communication, and supporting patients in understanding and moving forward with recommended treatment.

The ideal candidate is friendly, professional, detail-oriented, and confident communicating with patients about appointments, procedures, and financial options.

Key Responsibilities:

Patient Experience & Customer Service

• Greet patients warmly and professionally upon arrival
• Create a welcoming, calm, and organized front desk environment
• Assist patients with questions regarding appointments, procedures, and office policies
• Handle patient concerns with empathy, discretion, and professionalism
• Ensure patients feel valued and cared for throughout their visit

Scheduling & Appointment Management

• Schedule, confirm, and reschedule patient appointments efficiently
• Maintain accurate appointment calendars and manage daily patient flow
• Send appointment reminders and follow up on missed appointments
• Coordinate with clinical staff to optimize scheduling and minimize wait times

Treatment Coordination & Patient Support

• Review and explain treatment plans in a clear, patient-friendly manner
• Answer patient questions and provide support in understanding recommended care
• Assist patients with next steps for scheduling treatment
• Follow up with patients regarding pending or unscheduled treatment

Administrative & Front Desk Duties

• Answer incoming phone calls, texts, and emails promptly and courteously
• Verify patient demographics, forms, and documentation
• Maintain organized patient records and update information as needed
• Collect co-payments and balances at check-in/check-out
• Process payments and provide receipts

Financial Coordination

• Assist patients with understanding insurance benefits and coverage
• Provide general cost estimates and discuss payment options
• Support financial conversations in a clear and professional manner

Office Support & Compliance

• Maintain a clean, professional front desk, waiting area, and public spaces
• Follow HIPAA and office privacy policies at all times
• Assist with office projects and additional administrative tasks as needed
• Support teamwork and contribute to a positive office culture

Qualifications & Skills

Required

• High school diploma or equivalent
• Strong customer service and communication skills
• Professional demeanor and positive attitude
• Ability to multitask, prioritize, and stay organized in a fast-paced environment
• Comfortable using Microsoft platforms, computers, phone systems, and scheduling software

Preferred

• Previous dental, medical, or healthcare front desk experience
• Familiarity with dental software
• Knowledge of dental insurance and billing procedures

Personal Attributes

• Friendly, approachable, and patient-focused
• Reliable, punctual, and detail-oriented
• Calm under pressure with strong problem-solving skills
• Team player with a service-oriented mindset

Benefits

• Health Insurance (after 90 days)
• PTO annually
• Simple IRA with employer match
• CE reimbursement based on approval



APPLY TODAY and join our TEAM!!