Overview

Maijer & Associates is an orthodontic practice in the Victoria, BC area, focused on airway, breathing, and growth-modification treatment (interceptive orthodontics) in children, and on bruxism, chronic pain, and sleep-disordered breathing in adults.

We are seeking an enthusiastic, empathetic, and results-driven Care Coordinator to serve as the face of our practice. In this role, you will guide new patients from their initial consultation through their treatment journey. This unique position requires a blend of clinical curiosity, strong communication skills, and genuine empathy, as our patients and families are often navigating health concerns related to growth and development, sleep problems, pain, anxiety, and other complex health problems.

As a member of the team, you will combine treatment coordination with front-desk responsibilities and report directly to the orthodontist.

Responsibilities

- Serve as the primary point of contact for current patients, managing inquiries, scheduling, and recall systems with warmth and professionalism.
- Maintain consistent, empathetic communication with patients via phone and email throughout their entire care journey.
- Oversee daily administrative operations, including front-desk management and collections.
- Walk patients and families through their treatment plan, fees, insurance coverage, and payment options in a way that's easy to understand.
- Translate topics like craniofacial growth and development, airway health, sleep-disordered breathing, and bruxism into simple, relatable language for patients and families (training provided; no prior clinical knowledge required)
- Engage in active listening to address patient concerns and foster confidence in and commitment to treatment.
- Proactively follow up with pending patients, track case acceptance metrics, and maintain follow-up pipeline the observation and [prior treatment and post-treatment recall]
- Liaise between patients, families,



and the orthodontist to ensure seamless care coordination.
- Ensure the integrity and accuracy of patient records and detailed follow-up documentation.
- Coordinate referrals and prepare professional clinical correspondence for a network of collaborating providers.
- Provide the orthodontist with practice performance updates on patient care outcomes.

Qualifications

- Minimum 2 years of experience as a treatment coordinator, office manager, or senior administrator in a dental, orthodontic, medical or allied health setting (e.g., physiotherapy, chiropractic office).
- Proficiency with practice management software and office administrative systems. Knowledge of Jane is an asset.
- A genuine, empathetic nature; You excel at listening and putting patients at ease, particularly when they are navigating pain or anxiety.
- A polished, welcoming, and professional manner in all interactions with patients, families, and referring partners.

This position offers a unique opportunity for a professional seeking a meaningful career beyond traditional administrative roles. You will play a vital part in transforming lives; facilitating healthy development and improved breathing in children and helping adults achieve long-awaited relief from chronic pain and sleep disordered breathing. If you are driven by making a profound clinical impact and wish to advance your career within a specialized, patient-centered practice, we invite you to connect with us. Pay: $25.00-$28.00 per hour

Benefits

- On-site parking
- Paid time off
- Work from home

Application question(s):
- In your cover letter, please answer the following:

What does patient-centered care mean to you? Describe an interaction with a difficult or distressed patient, and how you handled it with empathy.

Note: Although it’s tempting, please DO NOT use AI to write your answer. Answers written by AI will be filtered out and deprioritized.

Work Location: Hybrid remote in Victoria, BC V9B 2W3

📌 Patient Care Coordinator (Victoria)
🏢 Dr. Rolf Maijer
📍 Victoria