Cold Lake & St. Paul Orthodontics is looking for a highly organized, professional, and detail-oriented Financial Coordinator to join our growing orthodontic team.
This role is ideal for someone with strong administrative and financial skills who enjoys working with patients, managing accounts, coordinating insurance and payment arrangements, and helping ensure the smooth financial operation of a busy orthodontic practice. The Financial Coordinator plays a key role in delivering an excellent patient experience while supporting the practice’s collections, insurance, and day-to-day financial systems.
Key ResponsibilitiesPatient Financial Coordination
- Review treatment fees, contracts, and financial arrangements with patients and families
- Explain payment options, financing plans, and office financial policies clearly and professionally
- Set up and maintain monthly payment plans for orthodontic treatment
- Process down payments, recurring payments, and account adjustments accurately
- Ensure all patient financial agreements are completed, signed, and properly documented
Accounts Receivable & Collections
- Monitor outstanding balances and maintain accurate accounts receivable records
- Follow up on overdue accounts by phone, text, and email in a professional and timely manner
- Contact patients regarding missed payments, declined credit cards, expired payment methods, and unpaid balances
- Prepare aging reports and work proactively to keep accounts current
- Document all collection efforts and payment conversations in the patient chart and financial software
- Escalate delinquent accounts to management as needed
Insurance Coordination
- Verify orthodontic insurance benefits and eligibility prior to treatment start
- Submit insurance claims, predeterminations, and required supporting documentation
- Follow up on unpaid or outstanding insurance claims
- Post insurance payments and reconcile insurance accounts accurately
- Communicate with insurance companies regarding claims, coordination of benefits, and payment discrepancies
- Help patients understand their orthodontic insurance coverage and estimated out-of-pocket costs
Treatment & Financial Presentation Support
- Work closely with the Treatment Coordinator and clinical team to ensure financial arrangements are completed before treatment starts
- Assist in preparing and presenting treatment fees and payment options after consultations
- Ensure all financial details are accurately entered into the practice management system
- Support case acceptance by helping patients feel informed and comfortable with their financial plan
Administrative & Office Support
- Maintain accurate patient account notes, payment records, and financial documentation
- Balance daily financial transactions, process payments, and assist with end-of-day reconciliation
- Prepare deposits and financial summaries as required
- Monitor incoming correspondence related to billing, insurance, and patient accounts
- Support front desk operations as needed, including answering phones, greeting patients, scheduling, and general patient communication
- Maintain confidentiality of all patient and financial information in accordance with privacy policies and office standards
Qualifications:
- Previous experience in a financial coordinator, treatment coordinator, dental administrator, or orthodontic office administrative role is preferred
- Experience with orthodontic or dental insurance billing and accounts receivable is a strong asset
- Strong understanding of payment plans, collections, and patient account management
- Excellent communication and customer service skills
- Strong organizational skills with a high level of accuracy and attention to detail
- Ability to handle sensitive financial conversations with professionalism and empathy
- Comfortable working in a fast-paced, team-oriented environment
- Proficient with dental/orthodontic software and Microsoft Office
What We’re Looking For
- Professional, dependable, and trustworthy
- Strong follow-up and problem-solving skills
- Confident discussing finances with patients in a respectful and supportive manner
- Able to multitask, prioritize, and stay organized
- A team player who is willing to support the office wherever needed
- Committed to providing exceptional service and helping patients through their orthodontic journey
Why Join Our Team?
At Cold Lake & St. Paul Orthodontics, we pride ourselves on creating a supportive, positive, and professional environment for both our patients and our team. We are looking for someone who will take ownership of the financial side of patient care, contribute to a strong team culture, and help us deliver an outstanding orthodontic experience.
If you are organized, motivated, and enjoy combining patient care with financial coordination, we would love to hear from you.
Pay: From $28.00 per hour
Benefits:
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
