The Orthodontic Collections Coordinator is responsible for the timely, accurate, and professional management of orthodontic patient and insurance collections. This role maintains compliance with orthodontic collection procedures, manages payment plans, and communicates with patients regarding financial responsibilities.

Key responsibilities include:

Responding to patient calls, emails, and in-person inquiries about balances, collections, and payment plans
Explaining insurance contributions, balances, and payment schedules to patients and parents
Following up on delayed insurance claims that affect patient balances
Documenting financial interactions accurately in Open Dental
Conducting hardship financial discussions when appropriate
Reviewing call center messages related to collections or debonding
Creating, modifying, and maintaining orthodontic payment plans
Monitoring terminated accounts, delinquency, and active payment drafts through third-party processors
Confirming accounts are financially cleared prior to debonding
Reconciling daily payments with the Patient Coordinator
Supporting the billing and administrative teams with guarantor data, adjustments, and HIPAA-compliant documentation
Communicating high-risk or special circumstance accounts to leadership
Verifying orthodontic insurance benefits, frequency limits, and lifetime maximums
Following up on unposted or delayed insurance payments