Ortho Collections Coordinator

The Orthodontic Collections Coordinator ensures the timely, accurate, and professional management of all orthodontic patient and insurance collections. This role maintains compliance with Orthodontic Collection Procedures, manages payment plans, and provides compassionate communication with patients regarding financial responsibilities.

The ideal candidate is organized, proactive, and confident in managing patient accounts while demonstrating strong attention to detail and exceptional customer service.

• Minimum 2 years of experience in patient financial communication or collections.
• Strong understanding of insurance follow-up, AR management, and payment plan administration.
• Proficient in Open Dental and familiar with Orthobanc, PayConnect, or similar systems.
• Excellent organizational and analytical skills.
• Professional, empathetic communication style with patients and families.
• Previous experience in dental or orthodontic collections preferred.

A. Patient & Account Communication

• Respond promptly to patient calls, emails, and in -person inquiries regarding balances, collections, and payment plans.
• Clearly explain insurance contributions, balances, and payment schedules to patients and parents.
• Follow-up on delayed insurance claims impacting patient balances.
• Document all financial interactions accurately in Open Dental
• Conduct HFD (Hardship Financial Discussion) consult when applicable.
• Review and respond to all call center messages related to collections or debonding.

B. Payment Plan & Draft Management

• Create, modify, and maintain orthodontic payment plans in Open Dental
• Review Orthobanc terminated accounts weekly, monitor delinquency, and take corrective action.
• Track active payment drafts through Orthobanc, PayConnect, or other processors.
• Confirm accounts are financially cleared prior to debonding.
• Reconcile daily payments with the Patient Coordinator.
• Partner with the Treatment Coordinator to ensure treatment does not begin without verified financial clearance.

D. Insurance & Evaluation Support

• Verify orthodontic insurance benefits, frequency limits, and lifetime maximums.
• Confirm coverage for scheduled evaluations the day prior.
• Follow up on unposted or delayed insurance payments.

E. Coordination & Administrative Support

• Work closely with the billing and administrative teams to ensure accurate guarantor data before collections transfer.
• Maintain HIPAA compliance and financial documentation standards.
• Support the billing department with adjustment procedures as needed.
• Communicate proactively with leadership regarding high-risk or special circumstance accounts.

Compensation & Benefits

• Competitive hourly/salary rate based on experience.
• PTO, health benefits, and opportunities for professional growth.