Job Overview

We are seeking an ENTHUSIASTIC , ENERGECTIC, and dedicated Orthodontic Treatment Coordinator. The ideal candidate will possess OUTSTANDING PEOPLE SKILLS, strong leadership skills and a comprehensive understanding of orthodontic procedures, the importance of networking with referring offices, strong computer skills. This role is essential in ensuring that our office runs smoothly while providing excellent patient care and encouraging growth of the clientele.

Responsibilities

1. New Patient Experience & Conversions

- Respond to leads quickly (calls, web forms, referrals) and schedule consults efficiently

1. Treatment Presentation & Education

- Explain recommended treatment plans in patient-friendly language (braces, aligners, phased care, etc.)
- Review diagnostics and records with the doctor’s direction (photos, scans, X-rays, ceph data)
- Set expectations: timeline, appointments, compliance, retention, risks/benefits
- Provide clear written materials and reinforce home-care instructions and compliance requirements

1. Financial Coordination & Payment Solutions

- Present fees transparently and review what’s included/excluded (records, retainers, emergencies, etc.)
- Build payment options: in-house plans, third-party financing, HSA/FSA guidance where applicable
- Verify orthodontic benefits and explain coverage, limitations, and patient responsibility
- Collect deposits/payments and secure signed consents and financial agreements

1. Scheduling & Treatment Start Management

- Coordinate starts (bonding, aligner delivery, appliance placement) and optimize chair time usage
- Maintain an efficient schedule by balancing new starts, emergencies, and routine adjustments
- Reduce no-shows/cancellations through reminders, follow-ups, and reactivation workflows
- Monitor production goals (starts, visits, collections)



and support daily/weekly targets

1. Patient Retention, Referrals & Reputation

- Develop patient touchpoints: check-ins, milestone celebrations, progress updates
- Run referral programs and ensure happy patients know how to refer friends/family
- Request and manage reviews (where appropriate) and escalate service recovery when issues arise
- Track satisfaction signals and improve the experience to keep patients engaged throughout treatment

1. Clinical Team Support & Communication

- Liaise between doctor, assistants, and front desk to keep plans consistent and accurate
- Ensure documentation is complete: consents, treatment notes, correspondence, referral letters
- Coordinate with labs/vendors for aligners, retainers, appliances, and delivery timelines
- Support compliance protocols (missed appointments, broken appliances, aligner wear issues)

1. Growth-Focused Metrics & Systems

- Track KPIs: consult-to-start conversion rate, starts/month, average revenue per start, lead sources
- Follow up on pending cases with structured outreach (calls/texts/emails)
- Improve workflows: scripting, intake forms, financing process, and consult experience
- Maintain a strong referral pipeline with general dentists, pediatric dentists, and community partners

Key Skills That Drive Patient Growth
- Sales + empathy balance (ethical case acceptance)
- Clear communication and confidence explaining clinical plans
- Organization and follow-through (pipeline management)
- Comfort with metrics/CRM software and continuous improvement mindset

We invite qualified candidates who are passionate about contributing to patient care through effective office management to apply for this exciting opportunity in our orthodontic practice. Job Type: Part-time

Pay: $24.00-$32.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 ORTHODONTIC Treatment Coordinator (Toronto)
🏢 Orthodontic Studio at Royal York
📍 Toronto