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Dental Patient Coordinator

Location: Sudbury, Massachusetts

Position Type: Dental Administration & Operations

Job Type: Full-Time

Compensation:

$24.00 – $26.00 per hour, based on experience. Candidates with extensive dental experience will have higher earnnings. If you are new to this specific role, you will receive full support and training to help you reach the next level of expertise, allowing your compensation to increase as you grow. Please note that professional advancement and salary growth are directly tied to your individual results and progress.

Flexibility to offer slightly higher compensation for exceptionally qualified candidates with strong dental administrative and leadership experience to go above $30+ per hour

Schedule:

Monday – Friday.
8:00 AM – 5:00 PM.
One-hour lunch break.
No weekends.

Benefits:

10 Days Paid Time Off (PTO).
Paid Holidays.
Medical Insurance: Employer covers 60% of individual medical insurance premiums.
401(k) Retirement Plan with Profit Sharing.
Pediatric Dental & Orthodontic Coverage: Employee dental and orthodontic services covered, with employees responsible only for applicable laboratory fees.
Professional growth and leadership development opportunities.
Consistent Monday–Friday schedule with no weekends.

Position Summary:

We are seeking a confident, personable, and highly organized Dental Patient Coordinator to join our established, privately owned pediatric dental and orthodontic practice in Sudbury, Massachusetts.

This is an excellent opportunity for someone who has developed strong dental administrative skills and is ready to take greater ownership of daily operations, support team development, and help create a positive, accountable, and collaborative workplace. We are looking for someone who can lead through relationships rather than authority alone. The ideal candidate is a natural problem-solver with strong emotional intelligence, excellent communication skills, and the ability to bring different personalities together around shared goals. This position offers the opportunity to work closely with practice ownership, implement meaningful operational improvements, and become a trusted resource for both the clinical and administrative teams.

Previous dental experience is helpful; however, pediatric dental or orthodontic experience is exceptional. We welcome candidates from general dentistry, specialty practices, and dental support organizations who are looking for an opportunity to make a greater impact within a privately owned practice. We are also willing to train loyal, dependable, open minded individuals with no experience to grow into the role so long as they commit to grow with our practice.

About the Practice:

We are an established, privately owned pediatric dental and orthodontic practice serving families throughout Sudbury and the surrounding MetroWest Massachusetts communities.

Our practice is committed to delivering high-quality patient care while creating a supportive, organized, and professional environment for our team. As we continue to strengthen our operations, we are looking for an experienced dental professional who can help develop efficient systems, encourage teamwork, and establish consistent administrative processes.

Unlike larger corporate dental environments, this opportunity allows the right individual to work directly with ownership, contribute ideas, and have a meaningful voice in how the practice operates.

Key Responsibilities:

Daily Practice Administration & Operations:

Oversee daily administrative operations to ensure the practice runs efficiently and professionally.
Serve as a primary point of contact for administrative questions, concerns, and operational challenges.
Proactively identify problems and implement practical solutions without requiring constant direction from ownership.
Establish consistent administrative workflows, policies, and expectations.
Monitor daily office activities to ensure responsibilities are completed accurately and on time.
Coordinate with clinical and administrative team members to maintain smooth patient flow.
Help reduce unnecessary operational interruptions so providers can remain focused on patient care.

Team Leadership & Accountability:

Foster a collaborative, respectful, and accountable team environment.
Build strong working relationships with employees across different roles and personalities.
Establish clear expectations and encourage consistent follow-through.
Provide constructive coaching and guidance to team members.
Address interpersonal challenges professionally and diplomatically.
Encourage employees to take ownership of their responsibilities and develop stronger problem-solving skills.
Support onboarding, training, and ongoing development of administrative staff.
Serve as a trusted liaison between practice ownership and the team.

Financial Administration & Dental Billing:

Review and interpret dental patient ledgers to ensure accuracy.
Oversee proper posting of payments, adjustments, and insurance transactions.
Monitor outstanding balances, collections, and accounts receivable.
Identify discrepancies in patient accounts and work toward timely resolution.
Support accurate insurance processing and financial documentation.
Train and guide administrative team members on proper ledger management and financial workflows.
Establish accountability around billing, posting, and collections procedures.
Work with practice ownership to identify opportunities for improved financial performance.

Practice Management Software & Systems:

Develop a strong working knowledge of Cloud9 dental practice management software.
Ensure patient accounts, financial records, and administrative information are accurately maintained.
Identify opportunities to improve workflows and software utilization.
Train team members on proper system usage and documentation procedures.
Troubleshoot administrative challenges and coordinate solutions when necessary.
Encourage consistent use of technology to support accuracy, efficiency, and accountability.

Patient Experience & Communication:

Maintain a welcoming, professional, and family-friendly practice environment.
Help resolve patient concerns with empathy, professionalism, and sound judgment.
Support clear communication between patients, families, providers, and administrative staff.
Ensure administrative workflows contribute to a positive patient experience.
Model exceptional customer service and professionalism for the entire team.

Qualifications:

Required Qualifications:

Previous dental practice experience is required.
Strong understanding of dental front office operations and administrative workflows.
Experience reviewing dental patient ledgers, payment posting, and account balances.
Knowledge of dental insurance, billing, and collections processes.
Excellent interpersonal and communication skills.
Strong organizational skills and attention to detail.
Ability to independently resolve operational challenges and prioritize responsibilities.
Comfortable providing direction, coaching, and accountability to other team members.
Strong technology skills and ability to learn new practice management systems.
Professional, dependable, and comfortable working directly with practice ownership.

Preferred Qualifications:

Previous experience as a Dental Office Administrator, Office Manager, Administrative Lead, or Senior Treatment Coordinator.
Experience training, mentoring, or supervising dental administrative employees.
Familiarity with Cloud9 practice management software.
Experience improving collections, billing accuracy, and administrative workflows.
Background in a high-volume dental practice or multi-provider environment.
Previous pediatric dentistry or orthodontic experience is a plus, but not required.
Experience within a DSO or larger dental organization is welcome

What We're Looking For:

The ideal candidate is someone who naturally earns the respect of others through professionalism, consistency, and strong interpersonal skills.

We are particularly interested in individuals who demonstrate:

Leadership through relationships: You know how to bring people together, navigate different personalities, and create a collaborative team environment.
Accountability: You take ownership of your responsibilities and help others develop the same mindset.
Problem-solving: You approach challenges with practical solutions rather than allowing minor issues to become major disruptions.
Financial understanding: You are comfortable reviewing dental ledgers, identifying discrepancies, and ensuring accurate administrative processes.
Emotional intelligence: You understand when to coach, when to listen, and how to address difficult situations constructively.
Initiative: You recognize opportunities for improvement and take appropriate action without waiting to be asked.
Adaptability: You are comfortable learning new systems, improving processes, and helping others embrace positive changes.

We are looking for someone who wants to become a long-term, valued member of our practice rather than simply fill an administrative position.

Why Join Our Team?

Privately Owned Practice: Work directly with ownership in an environment where your contributions and ideas can make a meaningful difference.
Opportunity to Lead: Help shape administrative operations, improve workflows, and support the development of a stronger team.
Professional Growth: Take on meaningful responsibilities and continue developing your leadership and operational skills.
Established Patient Community: Join a practice with an established presence in the Sudbury community.
Competitive Benefits: Enjoy paid time off, paid holidays, employer-supported medical insurance, a 401(k) with profit sharing, and pediatric dental and orthodontic coverage.
Consistent Weekday Schedule: Enjoy a Monday–Friday schedule with no weekend requirements.
Competitive Compensation: Earn $30–$35 per hour, with additional flexibility for highly experienced candidates.
Meaningful Impact: Play a central role in creating a more organized, collaborative, and successful practice.

If you are an experienced dental professional who enjoys leading people, solving problems, and creating an environment where both employees and patients can thrive, we would love to hear from you.

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