Treatment Coordinator

Full Time

Website Nanaimo Smiles

Job Title: Treatment Coordinator – Mid Vancouver Island Ladysmith Smiles ( ) & Nanaimo Smiles ( ) Locations: Nanaimo-Ladysmith, Vancouver Island, British Columbia, Canada Job Type: Full-time, 40 hours/week, 8AM to 4:30PM Salary: $30 – $45/hour or $60-90,000/year The Nanaimo Smiles and Ladysmith Smiles’ team is on a mission to provide exceptional, accessible dental care in an environment that is safe, respectful and welcoming for each and every individual who walks through the door—all smiles welcome. Who you are: You sleep better at night knowing the clinic’s schedule runs as efficiently and accurately as possible throughout the day. You understand that all teams depend on you to ensure smooth operations and pride yourself on “making it happen” daily. You are observant and a critical thinker, always looking ahead into a patient’s treatment to determine the optimal way to accommodate their needs.

You remain organized, reliable, patient and professional in fast-moving environments. Dental terminology is in your vocabulary and you do not hesitate to answer patient questions confidently. You’ve worked with insurance companies previously and their many intricacies do not intimidate you. Who we are: As caring and dedicated dental professionals, we thrive when we are making a difference and look for ways to help our community both in, and out of the clinic.

Step into either of our modern practices and you’ll likely hear our team laughing, listening to music and catching up with our fellow team members and wonderful patients. We believe oral health can be fun for those in the chair and those behind it and seek opportunities to help others smile daily. What you’ll do in this role: Oversee the operations of both Ladysmith Smiles and Nanaimo Smiles to ensure patient treatments are cohesively planned, estimated, and presented to patients with clear communication. Efficiently and effectively keepi our clinic’s schedule fully booked and regularly auditing to ensure follow-up appointments accurately (time units, chair space, etc.) booked.

While you’ll spend most of your timein our Nanaimo clinic, you’re willing and able to travel to our Ladysmith location as necessary. You are comfortable and efficient when digitally sending Pre-D’s for major treatments(crowns, bridges, root canal treatments, cosmetic cases, botox, invisalign etc.) whenever possible. Constantly optimizing chair space, you’ll check ahead to ensure major treatments have preauthorizations back, patients have received their estimate and the schedule is full Ensure all lab cases for the following day are in and billed correctly. If not, you call the lab and coordinate with the patient as needed.

You will also be responsible for coordinating pick up for new cases that are outgoing and auditing lab payments to ensure that billing is correctly allocated. Ensure the previous day’s restorative providers were correctly billed and all preauthorizations and referrals were sent. Professionally consult with patients regarding their treatment plans, presenting treatment timeline and proactively scheduling appointments. Monitor unscheduled treatments list and follow up with patients to reschedule canceled or unbooked treatments.

Proactively plan ahead to ensure patients scheduled do not have any outstanding treatments. If they do, you will follow up with them to book them. Monitor extractions list each day and provide CDAs a post op, follow-up call list daily. Coordinate Invisalign and Botox preauthorizations and follow up with patients to schedule treatment.

Utilize Open Dental to manage clinical operations. What you’ll get by joining our team: Supportive and inclusive work environment that allows your individual personality to shine. Competitive salary and benefits package. Opportunity for professional growth and development through courses, lunch-n-learns and meaningful mentorship.

We want to invest in you and incorporate your goals into the future of our practice. Great co-workers who genuinely love what they do and who they work with—and who enjoy celebrating any occasion possible with a sweet treat. Want to get to know our company culture a little more?. Hangout with us over on social: ladysmithsmiles and nanaimosmiles Perks and benefits: Competitive salary based on your awesome experience and qualifications.

Opportunity to work in both a well-established practice and a brand new, state-of-the-art facility with room for growth. As Miley would say, it’s the best of both worlds—help us build something new, while feeling supported by our proven blueprints. Professional development and mentorship opportunities to enhance your skills and knowledge. We are located on Vancouver Island—a hard perk to top.

Those of you who already live here and have undoubtedly fallen in love with the island lifestyle, we know you get it. But for those looking for an adventure and to relocate, working with us means exploring the exceptional beauty of Vancouver Island in your downtime. With the new high-speed ferry service to downtown Vancouver, there’s never been more convenient access to working on the island. Employee Highlights: “I enjoy coming to work so much because of the people we get to work with everyday.

I think it’s pretty rare to have such a cohesive group with good vibes.” — Justine, Registered Dental Hygienist “ I have been given phenomenal opportunities for growth, and have learned multiple new skills. I feel well appreciated, supported, and valued working with Nadia. She’s empathetic and has a very balanced approach to work-life balance, needing time off, fair wages, and is very open to hearing how she can improve the practice.” —Esme, Office Manager How you can apply: Let’s talk logistics. We are so excited to get to know YOU better and are looking for new smiles to join our team as soon as possible.

To apply please send us your cover letter and email to hiring (at) vanislesmiles (dot) com with Patient Coordinator in the subject line. Please also include what makes you smile outside work in your cover letter (Hint: we will be looking for those who noticed this Easter egg). Nanaimo Smiles and Ladysmith Smiles are people-first focused, and that means we want to get to know the person behind the resume. We are an equal opportunity employer—this isn’t just a formality, but an integral part of our practice’s core values.

We celebrate and embrace our differences and our diverse backgrounds. If you require assistance or accommodations during any part of the application or interview process, please contact us at hiring (at) vanislesmiles (dot) com.


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