Full Time - Dental Customer Service Representative (CSR)- Administrative Coordinator (Back Office) Coral Kids Dentistry & Braces - St. Catharines Location

Schedule:

Monday to Thursday, 8:30 AM to 5:00 PM | Friday, 8:00 AM to 4:00 PM

About the Position:

We are seeking an experienced Dental Customer Service Representative - Administrative Coordinator to join our Coral Kids Dentistry & Braces team in our St. Catharines location.

This is a key back office administrative role focused on owning the patient communication journey. This is not a traditional front desk receptionist position, although occasional front desk coverage may be required during staffing needs.

The successful candidate will ensure every patient and family interaction is handled with care, accuracy, and professionalism while supporting an effective and well prepared schedule.

Being the Owner of the Patient Communication Journey:

At Coral Kids Dentistry & Braces, exceptional care begins before a patient arrives.

This role is responsible for ensuring every parent and caregiver feels supported, informed, and cared for from their first interaction with our office.

Every phone call, email, message, confirmation, follow up, referral, and documented interaction is an opportunity to create a 5 star patient experience.

This position ensures appointments are accurately scheduled, families are prepared, communication is documented, and our clinical team can provide exceptional care.

About Coral Kids Dentistry & Braces:

At Coral Kids Dentistry & Braces, we pride ourselves on providing a 5-star customer service experience for every family we serve. We are a pediatric dental specialty practice committed to creating positive dental experiences through kindness, compassion, understanding, and exceptional care.

We are looking for a new team member who brings warmth, positivity, and professionalism to every interaction. The right person will have a bubbly personality, enjoy connecting with parents and caregivers,



and understand that every conversation is an opportunity to make a difference.

Key Responsibilities:

- Provide exceptional customer service to parents and caregivers through phone, email, and MaxAssist patient communication software Use MaxAssist patient communication software to document and track patient correspondence, follow ups, and appointment related communication
- Manage patient confirmations, outreach, follow ups, and appointment preparation
- Ensure appointments are fully confirmed, documented, accurately quoted, and scheduled according to established booking guidelines
- Follow office scripting and communication protocols to provide a consistent patient experience
- Submit dental predeterminations and review Explanation of Benefits to communicate patient responsibilities accurately
- Provide accurate appointment fee quotes and financial explanations to families
- Demonstrate understanding of Healthy Smiles Ontario, the Canadian Dental Care Plan, and dental insurance processes
- Use Open Dental practice management software for scheduling and documentation
- Track incoming new patients and referral sources monthly using Excel spreadsheets
- Maintain accurate records of incoming and outgoing referrals and collaborate with management on referral tracking
- Understand the importance of referral relationships within a specialty dental practice
- Upload and download documents through email and electronic systems
- Send documents and radiographs securely through CDAnet Secure Send
- Maintain strict patient privacy and confidentiality
- Support schedule optimization while following scripting and office guidelines

Required Qualifications:





- Previous dental office experience is required or, Dental Administration Graduate
- Strong understanding of dental terminology, scheduling, and insurance processes
- Specialty dental office experience is a strong asset
- Experience with referrals
- Experience sending and understanding insurance predeterminations
- Experience with quoting patients confirmed out of pocket expenses
- Knowledge of Healthy Smiles Ontario and the Canadian Dental Care Plan
- Experience with Open Dental or similar dental software preferred
- Experience with MaxAssist or similar dental communication platforms is an asset
- Strong Microsoft Word, Outlook, and Excel skills
- Excellent keyboarding skills with a high level of accuracy
- Strong attention to detail and ability to follow scripting, systems and protocols
- Ability to maintain patient privacy and confidentiality

We are looking for someone who is:

- Super friendly, kind, and understanding while being warm and professional when communicating with families
- Organized
- Reliable
- Dependable
- Detail oriented
- Comfortable taking ownership of responsibilities
- Committed to going above and beyond for patients and families

How to Apply:

Please submit your resume and cover letter for consideration.

NOTE: Candidates are welcome to drop off their resume and cover letter in person at Coral Kids Dentistry & Braces in St. Catharines and introduce themselves to the manager.

Compensation:

$20.00 to $23.00 per hour: commensurate with dental experience, skills, and qualifications

Important:

This position is located at our St. Catharines location. Applicants must live within a reasonable commuting distance.

Applicants without previous dental office experience will not be considered. However, newly graduated Dental Administrators are welcome to apply!

Ai will not be used in the hiring process.

Pay: $20.00-$23.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Dental Customer Service Representative (DSCR) - Full-time (St. Catharines)
🏢 Coral Kids Dentistry u0026 Braces
📍 St. Catharines