Patient Experience Coordinator, Front Office

About us

Cafe Smile Studio is a boutique dental practice in Highland Village built around one idea: patients should feel cared for from the moment they walk in. Small team, high standards, no corporate script. We are also opening Cafe Vitality Studio, our body and facial wellness studio, in the same suite this fall, so this role grows as we do.

About the role

You are the first person our patients meet and the one who carries them through the whole visit, from check in to follow up. You will own the front of the office and work closely with our clinical team.

What you will do

• Greet and check in patients, run a calm and welcoming reception area, and give new patients a tour of the clinic.
• Manage the schedule so the day runs well, including confirmations, reminders, and filling openings.
• Present treatment plans and walk patients through their options, including our third party financing partners.
• Verify insurance, explain coverage and costs clearly, and collect payments. Our claims are handled by a billing partner, so your focus is the patient conversation, not the claim.
• Keep charts complete and accurate: signed consents before treatment, signed treatment plans uploaded, and documents filed from every source.
• Handle the shared inbox, phones and patient texts.
• Follow up with patients after treatment and work our recall and pending treatment lists.
• Protect patient privacy and maintain HIPAA compliance in everything you touch.
• Keep the office running: opening and closing, supplies, vendors, and basic troubleshooting on our systems.

What we are looking for

• Dental front office experience preferred. We will train the right person who is organized, warm with patients, and genuinely wants to learn.
• Comfortable talking about money with patients without being pushy.
• Strong organization. You can hold five things at once and drop none of them.
• Familiarity with dental terminology and insurance, and comfort handling confidential information under HIPAA.
• Experience with Fuse or Weave is a plus, as is conversational Spanish.
• Working knowledge of Microsoft Word and Excel.
• Professional presentation and a positive attitude.

What we offer

• Competitive pay with room to grow into a lead or office manager role
• Performance bonus structure
• Paid time off and paid holidays
• Dental care for you and your family
• Training on our wellness side, including device treatments
• A small team where your work is seen

To apply

Submit your resume to [email protected]. Please include a sentence or two on why dental, and what you liked about the last place you worked.

Pay: $15.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• On-the-job training
• Opportunities for advancement
• Paid time off
• Wellness program

Application Question(s):

• How many years have you worked in a dental front office?
• Are you comfortable presenting treatment plans and payment options to patients?

Work Location: In person