Patient Care Coordinator

Pharr Road Dentistry is a part of our Be Brilliant Health Organization.

At Pharr Road Dentistry, we believe dentistry should be exceptional, not ordinary.
We combine cutting-edge technology, artistry, and compassion to deliver an experience that helps our patients look, feel, and live brilliantly.

Our team embodies our core values — Excellence, Hospitality, Ownership, Growth, Unity, Positivity, Innovation, and Community.

Every team member is a reflection of our brand — and we’re growing a leadership-driven culture that sets a new standard for dental care.
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About the Role

The Pharr Road Patient Care Coordinator is the heart of the patient experience — the first and last impression of our practice.

You’ll be the friendly voice on the phone, the confident face that greets every guest, and the calm professional who ensures every patient feels cared for, informed, and valued.

This isn’t just a “front desk” role — it’s a hospitality position in a healthcare setting.
You’ll coordinate appointments, support treatment planning, and manage the daily rhythm of a thriving, patient-centered dental practice.

Key Responsibilities
Patient Experience & Front Desk Operations
• Warmly greet and check in patients, ensuring all necessary forms, consents, and documentation are complete.
• Efficiently manage patient check-out, including scheduling follow-up visits, collecting payments, and providing receipts or documentation as needed.
• Maintain a clean, organized, and welcoming front office environment.
• Address patient questions, concerns, and requests in a timely, professional, and compassionate manner.

Scheduling & Workflow Management
• Build and maintain an efficient provider schedule through timely confirmations, recall outreach, and reactivation of patients with pending treatment.
• Monitor daily schedule flow to minimize gaps and ensure patients are seen on time.
• Manage cancellations and same-day openings by proactively contacting patients to fill the schedule.
• Assist in managing the office’s recare/recall system to support patient retention.
Insurance & Billing Coordination
• Verify patient insurance benefits prior to appointments and update coverage information as needed.
• File insurance claims accurately and promptly.
• Track outstanding claims and follow up on unpaid or denied claims.
• Post insurance payments and adjustments in the practice management system.
• Communicate clearly with patients regarding their insurance benefits, estimated out-of-pocket costs, and financial policies.

Treatment Coordination
• Present treatment plans to patients in a clear, confident, and supportive manner.
• Ensure full financial transparency by reviewing costs, payment options, and insurance estimates.
• Follow up with patients on pending treatment to support case acceptance and optimal oral health outcomes.
• Assist with obtaining pre-authorizations when necessary.
Team Collaboration, Professionalism & Administrative Duties
• Participate in mandatory team meetings, training sessions, and performance reviews.
• Maintain accurate patient records in compliance with HIPAA and office policies.
• Support daily office operations, including correspondence, phone management, and administrative tasks as needed.
• Collaborate closely with clinical and administrative team members to ensure a seamless and positive patient experience.
• Adhere to the office’s professional appearance standards, including business casual attire, a clean and polished appearance, and no abnormal piercings, unnatural hair colors, or visible tattoos while representing the practice.
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Key Performance Indicators (KPIs)
1. Treatment Acceptance Rate
Measures the percentage of presented treatment that patients schedule and begin.
2. Schedule Fill Rate / Same-Day Utilization
Tracks how effectively the coordinator keeps the schedule full by minimizing cancellations and filling same-day openings.
3. Insurance AR Days / Claims Aging
Percentage of insurance claims over 30 days—indicating accuracy and timeliness of filing and follow-up.
4. Recall/Recare Effectiveness
Number of reactivated patients and recare appointments scheduled monthly.
5. Patient Financial Accuracy
Accuracy rate of treatment estimates, payment collections, and insurance postings (minimal adjustments, corrections, or discrepancies).

You’ll Love This Role If You…
• Thrive on making people feel welcome and cared for
• Have a natural sense of ownership and pride in your work
• Are proactive, detail-oriented, and calm under pressure
• Love being part of a high-performing, supportive team
• Enjoy creating order, efficiency, and beauty in the details
• Believe small moments of kindness and professionalism create big impact
• Want to grow with a practice that invests in your development and leadership potential
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What We Value
• Excellence: You do the right thing — with precision, purpose, and pride.
• Hospitality: You create comfort and connection in every interaction
• Ownership: You take initiative and follow through with excellence.
• Growth: You’re curious, coachable, and excited to get better every day.
• Unity: You lift others up and collaborate toward shared success.
• Positivity: You bring energy that makes others want to do their best work.
• Innovation: You embrace technology and smarter systems that elevate patient care.
• Community: You love giving back and being part of something bigger than yourself.
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Qualifications
• Minimum 1–2 years in a dental or healthcare front office setting (preferred, not required)
• Strong communication and organizational skills
• Experience with scheduling, insurance coordination, and financial discussions a plus
• Dentrix Ascend knowledge preferred
• A mindset that aligns with Be Brilliant’s standard: professional, proactive, and positive
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Why You’ll Love Being Part of Be Brilliant
• A warm, high-energy team culture that feels like family
• Opportunities for growth and leadership through the Be Brilliant Academy
• State-of-the-art technology and innovative workflows
• Meaningful work — you’re helping patients smile with confidence
• Competitive compensation, benefits, and continuing education
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Join Us
If you’re ready to bring brilliance to your work and elevate what dental care can feel like —
we can’t wait to meet you.

Apply today and help us Be Brilliant.