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The Treatment Coordinator (TC) is a crucial member of the clinical team responsible for ensuring a seamless patient experience from initial contact through the treatment process. The TC plays a key role in leading new patient calls, managing pending and observation patients, providing financial presentations, and maintaining strong relationships with community partners and referring doctors The TC ensures that all patients are informed, comfortable, and ready to start treatment.
Key Responsibilities
Lead Generation & Marketing
Ensure all marketing materials align with RDB Branding, Mission, and Vision
Actively promote the office through community engagement and relationship-building with referring doctors, schools, and businesses.
Help drive word-of-mouth referrals by creating a positive patient experience that encourages repeat visits and referrals.
New Patient Call Process
Complete introductory calls to new patients three days prior to their scheduled appointment to gather key information and set expectations.
Develop rapport with patients by asking questions to uncover their treatment goals and address any concerns.
Confirm appointments and verify insurance benefits to ensure smooth coordination for the first appointment.
Pending & Observation Patient Management
Take ownership of the pending and observation patient lists, working to get patients scheduled back into the clinic and ensuring follow-up is timely.
Utilize the pending and observation patient lists to fill empty chair time in the schedule by promoting same-day starts or follow-up appointments.
Treatment Coordination
Ensure that all records (photos, models, x-rays) are complete and accurate for each new patient exam.
Ensure a patient-friendly experience during the records and treatment preparation process, making it engaging and light-hearted.
Serve as the patient advocate for Medicaid patients, ensuring they understand their benefits and treatment options.
Financial Presentations
Present financial options for patients, including full payment and monthly payment plans, while ensuring they understand the costs and value of treatment.
Overcome objections by focusing on the value of the treatment and the overall benefits to the patient.
Facilitate same-day starts, ensuring that the financial aspects of treatment are clear and agreed upon.
Referral Communication
Maintain regular communication with referring doctors and community partners to ensure strong, consistent relationships.
Follow up with referring providers to share patient treatment progress and continue building partnerships.
Patient Experience & Office Tour
Conduct office tours for new patients, introducing them to the team, highlighting key areas of the office, and making them feel comfortable.
Ensure that each new patient leaves feeling welcomed, understood, and excited about their treatment journey.
Rock Dental Brands is the result of dentists, dental specialists, and business professionals collaborating to improve the quality of patient care while eliminating the challenges in the day-to-day operation of private practice. The principles of economies of scale and strength in numbers have helped Rock Dental Brands achieve great success. Our group provides the services that allow our doctors to practice exceptional general and specialty dentistry in state-of-the-art offices using the most up-to-date dental equipment and technology.
Today, we are a group of general dentists and dental specialists who provide multidisciplinary care in Pediatric Dentistry, Orthodontics, General Dentistry, and Oral Surgery. We are dedicated to setting the highest standard of care throughout the lifetime of our patients. Our doctors are able to focus solely on providing high-quality, patient-centric care through collaboration, quality assurance programs, continued research and educational development, and exceptional performance.
