About Us

We are a people-first dental group with clinics in Nanaimo and Ladysmith. As a team, we believe dentistry can be a fun and fulfilling experience—for our patients and for us. You’ll often hear music, laughter, and good conversations in our hallways.

Our clinics are modern, community-oriented, and team-driven. We value integrity, communication, collaboration, and a shared commitment to helping patients smile inside and out.

About the Role

As our Treatment Coordinator, you’ll ensure patients’ treatment journeys are clearly communicated, efficiently scheduled, and properly billed. You’ll work closely with our clinical and administrative teams to support both locations, primarily based in our Nanaimo clinic.

Key Responsibilities

Coordinate treatment plans and schedules for both clinics (primarily Nanaimo).
Ensure schedules are fully booked and accurately reflect time units and chair space.
Submit predeterminations (Pre-Ds) for major treatments including crowns, bridges, root canals, Botox, Invisalign, and cosmetic cases.
Monitor treatment pre-authorizations, lab case tracking, and billing follow-up.
Confirm lab cases for the next day are received and billed correctly. Follow up with labs and patients as needed.
Audit and follow up on unscheduled or incomplete treatments and referrals.
Consult with patients to present treatment options, timelines, and financial estimates.
Check for outstanding treatments prior to appointments and reach out to patients proactively.
Maintain daily tracking of extractions and support CDAs with post-op follow-up call lists.
Coordinate Botox and Invisalign treatments, including insurance and scheduling.
Use Open Dental to manage scheduling, clinical operations, and communication.

About You

You are highly organized, dependable, and take initiative.
You thrive in a fast-paced, collaborative environment.
You are confident with dental terminology and comfortable explaining treatment options to patients.
You have experience with dental insurance billing and pre-authorizations.
You enjoy problem-solving, thinking ahead, and helping people feel at ease.
Experience with Open Dental is an asset (but not required—we’ll train the right person).
You are comfortable traveling between Nanaimo and Ladysmith when needed.

What We Offer

Supportive and inclusive team environment
Competitive salary based on experience
Health Care Spending Account (HCSA)
Opportunities for professional development, CE courses, and mentorship
A growing practice with modern equipment and digital systems
The opportunity to live and work on beautiful Vancouver Island

What Our Team Says

"I enjoy coming to work so much because of the people we get to work with every day. I think it’s pretty rare to have such a cohesive group with good vibes."
— Justine, RDH

"I’ve learned multiple new skills and feel well appreciated and supported working with Nadia. She’s empathetic and balanced, and always open to feedback."
— Esme, Office Manager

How to Apply

Please email your resume and cover letter to hiring@vanislesmiles.com
Use subject line: Treatment Coordinator

In your cover letter, be sure to include:
What makes you smile outside of work.
(This is your chance to show some personality—we’re paying attention!)

Equity and Inclusion

We are an equal opportunity employer and value a diverse team. If you require accommodations during the application or interview process, please contact us at hiring@vanislesmiles.com.

Job Type: Full-time

Pay: $35.00-$40.00 per hour

Benefits:

Company events
Dental care
Extended health care
Flexible schedule
On-site parking
Relocation assistance
Vision care

Experience:

dental industry: 2 years (required)

Work Location: In person

Ladysmith Smiles and Nanaimo Smiles jobs

Dental Treatment Coordinator