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Director of First Impressions Appointment Coordinator

• Front Office Leader

• Team Accountability Lead This is a rare opportunity — a small, close-knit practice where one exceptional person runs the front, owns the patient experience, and helps the whole team stay on track. You won't just manage your own work; you'll be a trusted right hand who helps keep our standards alive day to day. If you love being the person everything runs through — and the one your team can count on — this is your role. Who We Are We're a growing, relationship-driven dental practice that believes in comprehensive care, a welcoming patient experience, and a happy-to-do-it attitude. Our office is small by design — that means less noise, more ownership, and a direct impact on everything you touch. You won't get lost here. What you do matters, and everyone will know it. We use modern technology to deliver high-quality care and efficient systems. Our team is built on four values: Happy to Do It, Trainable, Reliable, and Solution-Minded. We hire for character and train for skill — and we hold ourselves to what we agree to, together. The Role As our Director of First Impressions, you are the first voice patients hear, the first face they see, and the steady force that keeps the front of our practice running smoothly. You'll work alongside one other team member who handles treatment checkout and treatment coordination — everything else on the front end is yours to own. Just as importantly, this is a leadership-minded role. You'll help the doctor keep the whole team aligned to our agreed standards and systems — not as a boss looking over shoulders, but as the person who keeps our checklists, metrics, and daily rhythms running so that accountability lives in the systems, not on one person's shoulders. When something slips, you're comfortable having the calm, direct conversation that gets us back on track. This role requires someone who is organized enough to manage multiple systems, warm enough to make every patient feel like a priority, sharp enough to handle billing, insurance, and recall without dropping the ball, and steady enough to help hold the team to what we've committed to. No two days look exactly the same — and that's what makes it great. What You'll Own Every Day

▸ Check in patients & manage arrivals

▸ Billing Follow ups and Manage Claim Submission

▸ Audit restorative and hygiene appointments before each visit

▸ Work the ASAP & unscheduled list

▸ Hygiene recare and recall outreach

▸ Monitor & respond to patient reviews

▸ New patient scheduling /experience

▸ Morning huddle preparation & participation

▸ Answer phones with warmth and professionalism

▸ Patient communication — phone, text, email

▸ Confirm & reduce no-shows

▸ Schedule optimization; gap filling

▸ Ensure Insurance verifications & benefit breakdowns are completed in a timely manner with benefits team

▸ Collect; post payments at check-in

▸ Help run daily systems & checklists

▸ Track team standards against agreed metrics A Closer Look at the Key Responsibilities Patient Check-In; First Impressions Stand to greet every patient — warm, present, and genuinely glad they're here Review charts before patients arrive so every interaction feels personal and prepared Verify insurance is current, co-pays are collected, and forms are complete at check-in Set the tone for the entire appointment before the patient ever leaves the waiting room Hygiene Recare; Recall Own the hygiene recall list — you are the reason patients come back Run reactivation outreach for overdue patients via phone, text, and email Pre-book patients before they leave and confirm upcoming appointments proactively Keep hygiene schedules 90%+ productive — gaps are your responsibility to fill Insurance; Billing Verify insurance benefits and obtain detailed breakdowns before every appointment Submit claims accurately and promptly — same day when possible Post payments, manage patient balances, and communicate billing clearly and kindly Minimize denials and surprises by having the right information before treatment begins New Patients; Reviews Own the new patient experience from first call through arrival — make it exceptional Follow up after new patient visits to gather feedback and encourage online reviews Monitor and respond to reviews — flag concerns and celebrate wins with the team Build relationships that turn new patients into lifelong ones Team Accountability; Systems Help keep daily, weekly, and monthly checklists running so the practice doesn't depend on any one person's memory Track team and front-office metrics against the standards we've agreed to — and surface them in the morning huddle Hold yourself and the team to what we've committed to, using our documented roles and systems — "here's what we agreed to, here's what the numbers show" — rather than personal pressure Bring issues forward early and partner with the doctor on solutions, so accountability is shared and steady, not a once-a-quarter blow-up What You Bring Experience with dental scheduling software —Dentrix Strong insurance knowledge — verification, benefit breakdowns, and claims submission Comfort with billing and payment posting — you understand the financial side of the Front Office A track record of punctuality, professionalism, and follow-through Confidence juggling competing priorities — without losing your calm or your warmth Clear, confident communication — phone, text, email, and face-to-face, including the Harder conversations A leadership instinct — you naturally help a team stay organized and accountable without being heavy-handed A growth mindset — you're always looking for a better way Bonus Points If You... Have worked as the primary front office person in a small practice — you know what it means to own it Have helped hold a team to standards or run accountability systems before — and made it feel supportive, not punitive Love the challenge of a full hygiene schedule and take it personally when there are gaps Believe no-shows are mostly preventable with the right communication Enjoy adding personal touches — a milestone card, a follow-up call, a small moment that makes a big impression Take pride in a clean, accurate, organized patient record Our Culture; Values We hire for character and train for skill. Our team runs on four values — and we mean them: Happy to Do It We show up with a positive, can-do attitude — every day. Trainable We stay curious and keep growing. We never stop learning. Reliable We do what we say we're going to do. Every time. Solution-Minded We focus on fixing, not just flagging. What We Offer Competitive pay — commensurate with experience Bonus opportunities — tied to practice performance A role with real ownership and leadership — you'll feel the impact of your work everyday Continued training and growth opportunities Access to modern technology and patient communication systems A small, respectful team that celebrates each other A place where your role actually matters — and everyone knows it Ready to Apply? Send your resume and a brief note that answers: 1. You're the only front office employee. How do you prioritize when everything needs your attention at once? 2. Describe a time you helped hold a team — or a teammate — accountable to a standard. How did you do it without damaging the relationship? 3. How do you stay on top of hygiene recare and recall when the schedule gets chaotic? 4. What does a great first impression look like to you?

Pay:

$27.00 - $31.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Flexible schedule Health insurance Paid time off Professional development assistance Vision insurance

Work Location:

In person