Description

Job Summary

The Orthodontic Assistant/Care Coordinator supports the daily operations of the Orthodontic Program by performing a comprehensive range of clinical, billing, registration, and coordination duties to ensure safe, efficient, and family centered care. Works directly with the craniofacial orthodontists, other physicians, residents, and administrative staff to coordinate patient flow, assist chairside during orthodontic procedures, and manage registration and billing activities. Also provides occasional clinical support to the Pediatric and Adolescent Dental Programs at the Doral Dental Clinic, ensuring operational coverage and continuity of care across the dental service line.

Job Specific Duties

• Assists orthodontists and residents during bonding, wire changes, banding, appliance placement, and debonding procedures. 
• Performs designated expanded duty functions permitted by the Florida Board of Dentistry.
• Takes orthodontic diagnostic records (photographs, panoramic and cephalometric and intraoral radiographs, iTero scans). 
• Prepares instruments, materials, and operatories before procedures; sterilizes and maintains equipment per OSHA/CDC. 
• Documents orthodontic treatment, materials, and progress notes in dental EMR. 
• Educates patients and parents on appliance care, hygiene, and post-procedure instructions. 
• Tracks orthodontic lab cases, impressions, and appliance deliveries; coordinates with lab vendors. 
• Verifies orthodontic insurance benefits, eligibility, and lifetime maximums prior to treatment start. 
• Prepares and submits pre-authorizations and claims in collaboration with other Billing/Collection coordinators. 
• Enters charges, CDT codes, and treatment documentation accurately into dental EMR and billing systems.
• Collects co-pays, deposits, and balances; posts payments and reconcile accounts. 
• Follows up on pending/denied claims and rebilling processes. 
• Registers and check-ins/out patients; verifies demographics, insurance, and consents in dental and medical EMR. 
• Schedules orthodontic, craniofacial, and multidisciplinary appointments. 
• Confirms appointments, manages cancellations/reschedules, and coordinates with other departments. 
• Participates in daily huddles, safety rounds, and departmental meetings.
• Monitors and maintains adequate inventory of clinical and administrative supplies to ensure continuous operational efficiency. Initiates and submits supply orders in a timely manner in accordance with established procurement procedures. 

Qualifications

Minimum Job Requirements

• Graduate of an accredited school of Dental Assisting or Expanded Duties Certified
• American Heart Association AED Must maintain active and in good standing throughout employment
• EFDA - Expanded Duties Cert
• Minimum one (1) year of orthodontic or general dental assisting experience

Knowledge, Skills, and Abilities

• Ability to communicate effectively verbally and in writing.
• Ability to demonstrate evidence of clinical expertise and highest quality skills as an expanded duties assistant.
• Able to relate cooperatively and constructively with patients, families, and co-workers.
• Ability to problem solve to adapt standard clinical procedures to the individual client's need.
• Ability to interpret, adapt, and react calmly under stressful conditions.
• Ability to adapt to cross-functional clinical environments and support multiple programs as needed.
• Ability to maintain confidentiality of sensitive information.
  

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