Who We Are:
One Dental is a Dental Management Corporation operating multiple clinics across Ontario, Canada. Each clinic delivers a full suite of dental services, including general dentistry, cosmetic treatments, implants, and emergency care. Our locations are equipped with modern technology and staffed by experienced professionals who prioritize patient experience, accessibility, and clinical excellence. We maintain strong brand standards and focus heavily on digital visibility and community engagement.
We are currently seeking professional, friendly and experienced Patient Coordinator to join our growing dental team in Kitchener, ON. The ideal candidate will have prior experience in a dental office environment and a strong commitment to providing exceptional patient service.
Key Responsibilities:
Patient Care & Communication:
- Greet patients in a professional and friendly manner, providing a welcoming environment.
- Answer phone calls, emails and online inquiries, provide information about services, answer questions and schedule appointments.
- Manage patient intake, including updating patient records, verifying insurance and ensuring all necessary forms are completed.
- Ensure patient needs are met during their visit, including offering assistance with any questions or concerns.
- Manage patient flow, ensuring appointments are kept on schedule and addressing delays or issues as needed.
Appointment Scheduling & Calendar Management:
- Schedule, confirm, and reschedule patient appointments according to availability and staff capacity.
- Remind patients of upcoming appointments via phone, email, or text.
- Coordinate with dental hygienists, dentists, and assistants to optimize the schedule for the office.
- Manage cancellations and no-shows to maintain an efficient schedule.
Insurance Verification & Billing:
- Verify patient insurance coverage and determine eligibility for treatments.
- Process and submit insurance claims, following up as necessary to ensure timely payment.
- Handle patient billing inquiries, provide statements and help to resolve any billing discrepancies.
- Maintain accurate and up-to-date financial records for patients, including payments, co-pays, and outstanding balances.
Office Administration & Operations:
- Maintain the office’s administrative systems, including patient records, medical histories, and appointment logs, ensuring confidentiality and compliance with privacy regulations (e.g., HIPAA).
- Order and manage office supplies, ensuring that the practice is well stocked with necessary materials and equipment.
- Oversee the cleanliness and organization of the office, ensuring a professional, tidy, and safe working environment.
- Manage office correspondence, including emails, patient records, and other important documentation.
Team Coordination:
- Act as a liaison between patients and dental professionals, facilitating communication and ensuring smooth interactions.
- Coordinate with dental assistants, hygienists, and the dentist to ensure that patients are seen promptly and that treatments are scheduled appropriately.
- Assist in onboarding and training new staff, ensuring they understand office policies and patient management systems.
Compliance and Health & Safety:
- Ensure that all patient records and office activities comply with applicable regulations and standards (e.g., personal health information protection).
- Follow all office protocols regarding infection control and safety procedures.
- Stay updated with local, provincial, and federal healthcare regulations as they relate to dental office operations.
Customer Service:
- Provide exceptional customer service, addressing patient concerns and ensuring satisfaction.
- Handle complaints and resolve issues professionally, ensuring that all patients feel valued and respected.
- Foster long-term relationships with patients, ensuring their comfort and continued care.
Other Duties as Assigned:
- Perform other duties as directed by the Office Manager or Dentist to ensure smooth office operations.
- Assist with marketing efforts, such as creating promotional materials, managing social media, or handling patient referrals.
Qualifications:
- High School Diploma or equivalent (required).
- Post-secondary education or training in office administration, dental assisting, or a related field is an asset.
Experience:
- Minimum 6 months experience working in a dental office is required.
- Experience with dental software (e.g., Dentrix, Eaglesoft, AkituOne or similar) is highly preferred.
Certifications:
- Dental Office Administration certification or similar is an asset.
- First Aid/CPR certification is preferred.
Working Conditions:
- Work Environment: Primarily office-based in a clinical dental practice setting. Will be required to interact with patients in a professional and caring manner.
- Physical Requirements: The position requires sitting for extended periods, occasional light lifting (up to 25 lbs), and the ability to move between workstations as necessary.
We thank all for applying, however, only short-listed candidates will be contacted.
Equal Opportunity Employer: We are committed to providing an inclusive and welcoming workplace for all individuals. We encourage applications from all qualified candidates, including those with disabilities. If you require accommodation during the application process, please let us know.
Job Types: Full-time, Part-time, Permanent
Job Types: Full-time, Permanent
Pay: $20.00-$25.00 per hour
Application question(s):
- How many years experience you have working in a dental setting?
Work Location: In person
