Job Title:Dental Patient Coordinator (Oral Surgery)
Position type: Full-Time
Work hours: 8:00 AM to 5:00 PM Pacific Daylight Time
Work days: Monday to Friday
Salary: $5 - $7 per hour, depending on experience
Job code: ST-OS
Workplace: Remote
Preferred Candidate Location: Philippines
Our client is a busy oral surgery practice seeking a dependable and clinically knowledgeable Dental Patient Coordinator (Oral Surgery) to support patient scheduling, surgical preparation, and administrative coordination. This role is critical to ensuring patients are fully prepared before procedures and that the clinical team can operate efficiently without delays.
The Dental Patient Coordinator will manage patient scheduling, documentation workflows, and pre-operative and post-operative coordination. Patients must complete medical forms, consent documents, insurance verification, and payment preparation prior to surgery. Ensuring these steps are completed in advance helps maintain smooth clinic operations and improves patient outcomes.
Because oral surgery procedures often involve anesthesia, medication review, and coordination with other healthcare providers, the client requires a Registered Nurse (RN) who is comfortable reviewing medical histories, understanding medication lists, and coordinating care with other medical professionals when necessary. Familiarity with medical and dental terminology is essential for effective communication with patients and providers.
In addition to surgical coordination, the client is looking for someone with strong front desk experience, preferably within a dental or oral surgery practice. The ideal candidate should already be comfortable using Open Dental and confidently manage appointment scheduling, patient communication, and day-to-day front desk coordination. While previous oral surgery experience is highly preferred, candidates with excellent scheduling experience and strong proficiency in Open Dental will also be considered.
The successful candidate should be a quick learner who follows instructions carefully, adapts well to changing priorities, and performs confidently in a fast-paced surgical environment. They should also be highly organized, proactive, and committed to providing exceptional patient service while maintaining the highest standards of professionalism, accuracy, and HIPAA compliance.
In addition to surgical coordination, the Patient Care Coordinator will support the treatment coordinator with administrative tasks, maintain organized patient records, and help ensure accurate communication between patients, providers, and internal staff.
Scope of Work / Responsibilities
- Manage appointment scheduling and patient reminders
- Coordinate completion of new patient forms, consent forms, and payment requirements prior to appointments
- Maintain and organize patient records and documentation
- Respond to patient inquiries and correspondence
- Coordinate communication between patients and healthcare professionals
- Assist with pre-operative and post-operative patient coordination
- Ensure required medical clearances and health documentation are completed prior to surgery
- Support the treatment coordinator with administrative tasks and documentation preparation
- Prepare reports, spreadsheets, and documentation trackers
- Maintain accurate information within the Open Dental practice management system
- Assist with insurance coordination and EOB processing
- Ensure all patient communication and records follow HIPAA compliance standards
Top 3 Priorities
1. Appointment Scheduling & Patient Coordination
Ensure patients complete required forms, consent documentation, insurance requirements, and payment prior to their visit to maintain efficient clinic operations and minimize appointment delays.
2. HIPAA Compliance & Reliability
Maintain strict confidentiality and accuracy when handling protected health information while consistently demonstrating reliability and accountability.
3. Pre-operative & Post-operative Coordination
Support patients throughout their surgical journey by coordinating medical clearances, surgical instructions, follow-up care, and communication with providers.
Key Performance Indicators (KPIs):
- Timely completion of assigned tasks with high accuracy
- Productivity metrics and workflow efficiency
- Patient-facing outcomes such as reduced appointment delays
- Reliability and consistency when managing patient data
- Compliance with HIPAA and data privacy protocols
Requirements
Required Skills & Experience
Clinical & Healthcare Experience
- Active Registered Nurse (RN) license required
- Experience reviewing patient medical histories and medication lists
- Basic familiarity with medications commonly used in surgical or dental settings
- Familiarity with medical and dental terminology, particularly related to oral surgery
- Knowledge of oral surgery workflows is highly preferred
Front Desk & Patient Coordination Experience
- Strong front desk experience, preferably in a dental or oral surgery practice
- Extensive experience with appointment scheduling, patient communication, and front desk coordination
- Ability to manage complex, multi-step patient workflows efficiently
- Excellent communication and customer service skills
Systems & Software Experience
Experience with the following systems:
- Open Dental (required; hands-on experience is non-negotiable)
- Delta Dental insurance integration (EOB processing) is preferred
- Zoom Phone
Professional Skills
- Strong understanding of HIPAA compliance and patient confidentiality
- High attention to detail and organizational skills
- Strong critical thinking and problem-solving abilities
- Ability to work independently with minimal supervision
- Strong focus, productivity, and accountability in a remote work environment
- Quick learner who can follow instructions closely and adapt to new workflows
- Comfortable working confidently in a fast-paced surgical practice
Relevant Professional Experience
Candidates with experience in the following roles are strongly preferred:
- Medical Receptionist
- Medical Scribe
- Patient Care Coordinator
- Dental Receptionist
- Healthcare Administrative Assistant
Experience in medical, dental, or oral surgery environments is highly preferred, with oral surgery experience considered a significant advantage.
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
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