Financial and Insurance Coordinator Farmington Valley Orthodontics & West Hartford Orthodontics Avon, CT Job Details Part-time From $27.85 an hour 1 day ago Benefits 401(k) Paid time off 401(k) matching Flexible schedule Qualifications Photography Financial sales Teamwork Accounts receivable management Client rapport building HIPAA Attention to detail Relationship management Patient education Medical debt collection accounts Collections account management Patient collections management Time management Full Job Description Position Overview The Financial Coordinator plays a dual role in the practice, combining patient-facing case presentation with financial management responsibilities. This position is essential in guiding patients from initial consultation through treatment acceptance, while ensuring accurate financial coordination, insurance processing, and account management. The ideal candidate is both relationship-driven and detail-oriented , capable of building trust with patients while maintaining strong financial systems and collections processes. Key Responsibilities Treatment Coordination Present treatment recommendations confidently to patients and families Educate patients on treatment options, payment option plans and available appointments to start treatment Guide patients through decision-making with professionalism Convert new patient exams and observation visits into active treatment starts Follow up with pending patients to increase case acceptance rates Collaborate closely with the orthodontist and clinical team to ensure seamless handoffs Financial Coordination and Insurance Billing Develop and present customized financial arrangements and payment options Explain fees, insurance benefits, and out-of-pocket costs in a clear and supportive manner Prepare, review, and manage patient contracts and payment agreements Ensure all financial documentation is complete, accurate, and compliant Submit and track orthodontic insurance claims Verify insurance benefits and eligibility Follow up on outstanding claims and resolve denials or delays Post insurance payments and adjustments accurately in the patient ledger Accounts Receivable & Collections Monitor and manage patient accounts, including aging reports Proactively follow up on overdue balances in a professional and patient-friendly manner Maintain consistent collection systems and documentation Work with patients to resolve financial concerns and keep accounts current Administrative & Operational Support Maintain accurate patient financial records in practice management software Generate and review financial reports for the practice owner/manager Support front office operations as needed Ensure HIPAA compliance and confidentiality of patient information Required Skills & Competencies Strong communication and interpersonal skills, especially with families and children Confidence in discussing finances and handling sensitive conversations Sales mindset with a focus on patient education and ethical case acceptance High attention to detail and accuracy Strong organizational and time management skills Ability to multitask in a fast-paced environment and work with a team Problem-solving skills with a proactive approach Technical Skills Experience with orthodontic or dental practice management software is a plus Proficiency in insurance claims processing and reading a ledger Basic understanding of accounting principles and accounts receivable management Experience Requirements Comfortable reading accounting ledgers is important Prior experience in treatment coordination, financial/insurance coordination, or similar role Proven success in case acceptance or sales conversion is strongly preferred Experience managing insurance claims and collections processes Key Performance Indicators (KPIs) Case acceptance rate / conversion of new patients to starts Accounts receivable aging and collection percentages Insurance claim turnaround and accuracy Patient satisfaction and experience Work Environment & Expectations Professional, patient-centered orthodontic office High level of collaboration with clinical and administrative teams Requires discretion, empathy, and a positive attitude Commitment to delivering an exceptional patient experience at every touchpoint Summary This role is ideal for someone who thrives at the intersection of patient care, communication, and financial coordination . Success in this position requires the ability to build trust, drive treatment acceptance, and maintain strong financial systems that support the health of the practice. This role is primarily based in Avon although since most of our staff travels between our Avon and West Hartford locations, there may be times when you could help cover a staff member's absence in West Hartford. At a minimum, the role is Monday/Friday 9-5 and one week per month it changes to Wednesday/Friday 9-5. At applicant's discretion, the 16 hours/week could increase towards 32 hours/week depending on their skillset, abilities, willingness to work afternoons or contribute in other ways to the office (social media, photography, videography, etc.). Please apply by sending your cover letter and resume to .

Pay:

$27.85 - $29.26 per hour Expected hours: 16.0 - 32.0 per week

Benefits:

401(k) 401(k) matching Flexible schedule Paid time off

Work Location:

In person