Resources for dental offices
Ever wondered who helps patients understand their treatment plans and keeps everything running smoothly behind the scenes at a dental office? That’s the treatment coordinator. From managing schedules to explaining procedures and handling finances, it’s a role that blends communication, organization, and care. Whether you’re a practice owner or a dental hygienist thinking about a new career path, this article will give you a clear picture of what a treatment coordinator does. A treatment coordinator (TC) is the primary connection between patients and the dental team. Their job is to guide patients through their dental journey, explain treatment plans, discuss finances, and help patients see the value in recommended procedures.
May 16, 2025
How Does a Treatment Coordinator Differ From Other Roles?
This position developed when dental practices realized they needed someone to handle non-clinical aspects of patient care. Dentists needed to focus on providing treatments, while front desk staff were busy with scheduling and insurance paperwork. This created space for a dedicated professional to discuss treatment options and handle financial conversations with patients.
Dental receptionist: Receptionists greet patients, answer phones, and handle basic scheduling, but they usually don't discuss detailed treatment plans or insurance intricacies with patients. A TC goes much deeper into explaining treatments and financial arrangements.
Dental assistant: Assistants mainly support clinical operations by preparing patients, handling equipment, and helping during procedures. They rarely get involved with financial discussions or comprehensive treatment planning.
Office manager: While managers oversee daily operations and administrative leadership, they typically have less direct patient interaction about treatment planning than a TC. They focus on broader responsibilities, like staff management, payroll, and overall practice administration.
Dental hygienist: Hygienists focus on preventive care, cleanings, and teaching patients about oral health maintenance. Their role is clinical rather than administrative, with minimal involvement in financial counseling or treatment coordination.
Treatment coordinators fill this gap by educating patients about proposed treatments, discussing financial options, and helping navigate insurance. They advocate for patients, helping them understand their options while addressing financial concerns that might otherwise prevent them from getting necessary care.
Key Responsibilities of a Treatment Coordinator in a Dental Practice
As important team members in modern dental practices, treatment coordinators (TCs) perform multiple roles that connect clinical care with patient understanding.
1. Patient Onboarding and Communication
Treatment coordinators often provide the first meaningful contact patients have after their initial exam. Their responsibilities include:
Welcoming new patients to the practice and introducing them to the treatment team
Collecting and documenting medical and dental histories for proper care planning
Explaining treatment plans in simple language, avoiding dental jargon that might confuse patients
Making sure patients understand proposed procedures, expected outcomes, and alternatives
This foundation of clear communication builds trust from day one. When patients understand their treatment plan, they are more likely to move forward with recommended care and stay with your practice.
2. Financial Counseling and Payment Management
Making dental care financially accessible is one of the core functions of TC. They:
Work with patients to create personalized payment plans that fit their budget
Explain various financing options, including exploring dental payment programs and third-party financing when needed
Provide clear information about insurance coverage, limitations, and out-of-pocket costs
Help submit insurance paperwork to reduce patient administrative burden
Handle billing tasks from collecting payments to processing transactions
Manage sensitive collection conversations when needed
By tackling the financial side of dental care, TCs remove a significant barrier to treatment acceptance and help patients feel supported in managing their treatment costs.
3. Appointment Scheduling and Follow-Ups
Scheduling duties include:
Coordinating appointments that work for both patients and providers
Watching for cancellations and no-shows
Rebooking patients when necessary while maintaining a positive relationship
Checking in after treatment to ensure patient satisfaction and address concerns
Managing recall systems to maintain consistent patient care and practice revenue
Solid scheduling directly impacts practice profitability by maximizing chair time, while proactive follow-ups show patients you care beyond just the treatment itself. This builds long-term relationships and encourages referrals.
4. Patient Advocacy and Treatment Acceptance
Perhaps the most nuanced role involves serving as the patient's advocate throughout their dental care journey. This involves:
Addressing concerns about proposed treatments with empathy and evidence
Creating a comfortable space where patients can express their fears or hesitations
Educating patients about oral health consequences and the importance of completing recommended treatments
Translating complex dental information into clear, relatable explanations
Supporting patients through decision-making without applying pressure
When patients have a dedicated advocate, treatment acceptance rates typically increase.
Skills and Qualifications for a Treatment Coordinator
Treatment Coordinators (TC) need a specific mix of people skills, organizational abilities, and technical knowledge. The job requires soft skills and practical expertise to connect patients, clinical staff, and the financial aspects of dental care.
Communication and Interpersonal Skills
Great communication forms the foundation of a successful TC role. They need to be able to:
Break down complex dental treatments into language patients understand
Listen carefully to patient concerns and objections
Build trust quickly
Show empathy when addressing treatment fears
Communicate clearly with the clinical team
The ability to connect with patients on both logical and emotional levels directly affects their treatment acceptance and overall satisfaction. Patients who feel heard are more likely to proceed with recommended care and stay loyal to your practice.
Organizational and Administrative Abilities
TCs juggle multiple patients and responsibilities at once, requiring strong organizational skills:
Multitasking while maintaining accuracy
Prioritizing tasks effectively when things get busy
Managing time to keep patient flow smooth
Creating and maintaining detailed patient records
Keeping track of follow-ups and appointment schedules
Organizational skills keep the practice running smoothly while giving each patient personalized attention. Strong administration prevents scheduling conflicts and reduces wait times.
Financial Knowledge and Technical Proficiency
Financial expertise helps patients overcome cost barriers to treatment:
Understanding how dental insurance works and its limitations
Creating customized payment plans based on individual needs
Explaining financing options clearly
Processing payments and managing financial paperwork
Using dental practice management software, including AI in dental practice management, and AI in insurance verification
Financial knowledge helps patients navigate the often confusing world of dental insurance and financing. Removing financial obstacles helps boost case acceptance rates and practice revenue while helping patients get the care they need.
Education and Training Pathways
While many Treatment Coordinator positions require only a high school diploma, additional education can significantly boost your qualifications:
Formal education: College coursework in business, healthcare administration, or communication can be helpful
Specialized certifications: Programs like Central Penn College's Dental Treatment Coordination Certificate, DDS Success's Training Course, or Just Excel's Coordinator Course provide targeted training
On-the-job training: Many practices provide in-house training for promising candidates with the right people skills
The best TCs combine formal education with practical experience and never stop learning. Investing in your education and staying current with industry trends makes you an invaluable asset to any dental practice.
The Impact of a Treatment Coordinator on Dental Practices
A dedicated treatment coordinator (TC) connects patients with your dental practice, influencing your efficiency and financial results. By filling this specialized role, you can transform your practice's performance while creating a better patient experience.
Improving Patient Experience and Satisfaction
Treatment coordinators provide the personal attention today's patients expect and play a role in boosting patient engagement. Their focused approach to patient communication creates several concrete benefits:
Better patient understanding: TCs take time to explain procedures, answering questions that dentists might not have time to address. This personal approach helps patients feel valued.
Less anxiety: Dental treatments often cause nervousness, especially when patients don't know what to expect. TCs provide reassurance and clear explanations for a more comfortable experience.
Deeper relationships: By serving as a consistent contact person, TCs build ongoing connections with patients.
Better satisfaction scores: Practices tend to see improvements in patient satisfaction scores after hiring a treatment coordinator who focuses on explaining procedures and proactively addresses insurance and cost concerns.
Operational and Financial Benefits
Beyond happier patients, TCs deliver measurable operational and financial improvements:
More accepted cases: When patients understand the value and necessity of treatment, they're more likely to say yes.
Better scheduling: TCs manage appointments, rescheduling, and follow-ups, maximizing a practice's production.
Smoother administrative processes: By handling insurance verification, financial arrangements, and treatment planning, TCs free up dentists and clinical staff to focus exclusively on patient care.
Lower overhead costs: Practices tend to have a reduction in operational overhead after adding a TC role.
Better collections: TCs help patients understand their financial obligations upfront, resulting in better payment collection rates and fewer billing surprises that can damage patient relationships.
By adding a treatment coordinator position, patients receive more personalized attention while the dental practice benefits from improved practice efficiency, higher case acceptance, and stronger financial performance. The investment typically pays for itself through increased production and better patient retention.
Career Advancement for Dental Hygienists
If you're a dental hygienist looking to grow your career beyond clinical practice, consider becoming a treatment coordinator. Various hygienist advancement opportunities allow you to use your clinical expertise while developing new skills in patient communication and practice management.
Your hygienist experience gives you a head start when moving into a treatment coordinator position. For example, your clinical knowledge helps you explain treatments convincingly to patients, making you more credible when discussing:
Treatment plans and options
What to expect during procedures
Why preventive care matters
How oral health connects to overall well-being.
Strategies to Help with Transition
Naturally, moving from clinical to administrative roles can be challenging, but these approaches help:
Start part-time: Begin by working as a treatment coordinator one day per week while maintaining your hygiene schedule. This gradual shift helps you build confidence without completely leaving your comfort zone. Alternatively, you might explore the benefits of being a temping dental hygienist to expand your experience.
Use existing relationships: The trust you've built with patients as their hygienist transfers to your new role, making them more open to your treatment recommendations.
Build new skills: Focus on learning about insurance processes, financing options, and case presentation techniques to complement your clinical knowledge.
A Smart Next Step in Your Dental Career
Treatment coordinators are a key part of any dental office. They help patients understand their treatment, discuss payment options, and keep everything running smoothly behind the scenes. This role combines communication, organization, and care.
Becoming a treatment coordinator can be a great next step for dental hygienists who are thinking about moving beyond clinical work. You already understand patient care, and this role lets you build on that in a new way.
If you're a hygienist looking for more flexibility or exploring different roles in dentistry, Teero can help you get started. Teero is a platform that connects dental professionals with offices that need extra hands, whether picking up temp work or trying out new roles. Visit Teero to see how it can support your next career move.