Position Description

Treatment Coordinator, Ortho
Location Ortho - Springfield, VA
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D4C Dental Brands, Inc. is a dental support organization (DSO) that supports affiliated pediatric dentists, general dentists, and orthodontists in the Smiles For Life Network . We provide business management expertise and administrative operations support, so doctors can focus on their patients and clinical operations. Our team is dedicated to helping children achieve a lifetime of great oral health. Our locations offer an exciting and comforting environment for patients as our specialists deliver best-in-class care and treatment to all. Join us and take part in raising the standard in children’s oral healthcare!



The Orthodontic Treatment Coordinator will spend time with patients seeking Orthodontic care and answer questions related to planned treatment and corresponding fees. This person is responsible for making sure that all patients leave well informed, with all of their questions answered about treatment and/or related insurance coverage and the patients share of out of pocket fees. The Orthodontic Treatment Coordinator will ensure that patients receive a great experience and understand fully the treatment diagnosed by the Orthodontist and the associated fees. Depending on the size and the needs of a particular office, the Treatment Coordinator will perform a variety of responsibilities and be cross-trained in all or most areas of the dental office.


  • Educate patients on oral healthcare of braces and their appliances.
  • Presenting Orthodontic treatment plans and giving estimates of treatment costs in an effective manner.
  • Explain, promote and adhere to company payment policies and procedures.
  • Obtain high treatment acceptance, by explaining cost of treatment, insurance coverage and finance options.
  • Solicit referrals from patients pre/post treatment while at the same time tracking satisfaction with work provided.
  • Working open recall reports.
  • Perform introductory phone calls for potential new patients and follow up phone calls from existing patients.
  • Take diagnostic x-rays and display those according to the type of procedure or appointment scheduled.
  • Chart and document all notes pertaining to the patient during the exam and treatment set forth by the Company guidelines.
  • Review the patient’s chart, medical history, HIPAA, treatment plan, contracts, consent and compromise forms prior to and throughout treatment, and identify and potential concerns for you and the Doctor to consider.
  • Review and understand the patient’s insurance benefits.
  • Maintain patient confidentiality through HIPAA compliance. Ensure any release of patient information is done according to the Company guidelines.
  • Be compliant with state and federal OSHA laws, infection control, safety standards in the dental office and operatory, including but not limited to: wearing personal protective (PPE) barriers such as gloves, scrubs, masks and eye wear; disinfecting and sterilizing instruments and  treatment areas; and disposing properly of any contaminated or bio-hazardous waste/materials.
  • Learn and comply with D4C Dental Brands Inc. administrative procedures and follow policies listed in the employee manual to ensure consistent standards.
  • Attend and participate in all office meetings, continuing education events and morning huddles.
  • Understand how to work effectively within the office, partnering with the Orthodontic Team Lead, Orthodontic Clinical Coordinator, Orthodontic Front Desk Coordinator, Doctor(s), and other staff to maintain consistency and integrity within the Company. 
  • Contact patients/guarantors the day prior or the day of the appointment regarding fees due and confirmation of the appointment.
  • Travel to multiple office locations as needed. 
  • Assist front office coordinator(s) as needed.
  • Additional duties as assigned.



  • Minimum high school diploma, or equivalent.  
  • Bilingual is preferred but not required.
  • Experience working in a professional, medical, or dental environment with direct customer service is desired for at least three (3) years. 
  • X-ray certification may be required and can be obtained through the Company.



  • Strong interpersonal and relationship building skills- must be able to establish and maintain positive working relationships. 
  • Ability to travel to multiple office locations. 
  • Must be customer service oriented and able to communicate with a pleasant demeanor at all times. 
  • Communication- effective written and verbal communication is a must with all staff and management.
  •  Must be able to project a capable and professional image- one that is reflective of Company Values.
  •  Must possess excellent organizational skills- strong attention to detail, be able to multitask and perform job duties in a timely manner.
  • General knowledge and understanding of dental treatment and care is needed.  
  • Microsoft Office experience; Excel preferred. 



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