Patient Experience Coordinator

Job Title: Patient Experience Coordinator
Location: First City Dental – St. Augustine, FL
Job Type: Full-Time

Role Overview:

At First City Dental, we’re passionate about creating extraordinary dental experiences—from the very first phone call to long after treatment is complete. As our Patient Experience Coordinator, you will be the welcoming face and voice of our practice, ensuring each patient feels seen, heard, and cared for. This position plays a pivotal role in managing the patient journey, from new patient acquisition and schedule optimization to front desk hospitality and administrative excellence.

Key Responsibilities: New Patient Engagement & Follow-Up:

• Proactively respond to new patient inquiries and schedule appointments with warmth and efficiency.
• Maintain consistent follow-up with unscheduled leads, ensuring no opportunity to serve goes unnoticed.
• Build trust with prospective patients through clear communication and a welcoming demeanor.

Schedule Management & Coordination:

• Monitor and manage provider and hygiene schedules daily, ensuring all procedures, treatment plans, and insurance details are accurate and up to date.
• Confirm that all procedures are properly attached to appointments and adjust as needed.
• Communicate schedule gaps or conflicts with the clinical and administrative team.
• Identify and flag outstanding balances or missing documentation for follow-up.

Patient Experience & Front Office Operations:

• Greet patients with enthusiasm and professionalism, ensuring the reception area is always clean, welcoming, and stocked with refreshments.
• Start each day by checking voicemails, emails, and participating in morning huddles with the team.
• Confirm next-day appointments and manage check-in/check-out processes smoothly.
• Verify, update, and securely store all patient data.
• Handle incoming calls with care and route appropriately, including managing emergency patient requests.
• Present treatment plans clearly and support patients in understanding their next steps.

Administrative Support:

• Scan and upload documents accurately to patient records.
• Maintain updated call lists for recalls, reactivations, and follow-ups.
• Monitor and manage broken appointments and coordinate patient re-engagement.
• Generate and organize reports related to incomplete or pending treatment.

Qualifications & Skills:

• Experience in a dental office required.
• Excellent interpersonal and communication skills—both written and verbal.
• Detail-oriented with strong organizational and time-management abilities.
• Familiarity with dental software and scheduling systems ( and Dental Intelligence is a plus).
• A proactive, problem-solving mindset with a focus on creating positive outcomes.
• Ability to work collaboratively with a high-performing, patient-centered team.

Why Join First City Dental?

At First City Dental, we believe that a healthy smile starts with a happy team—and that begins with a workplace built on core values that guide everything we do:

• We Smile So Big by bringing fun, energy, and genuine positivity to our day, creating joyful experiences for our patients and team members alike.
• We Elevate the Journey by investing in growth—yours and ours. Whether it’s through mentorship, training, or new challenges, we support continuous improvement and forward momentum.
• We practice Radical Ownership, meaning we take responsibility for our work with confidence and kindness. We support each other, communicate openly, and solve problems together.
• We’re Proud of Our Process, valuing structure and consistency to deliver the highest quality of care and service. We believe great systems empower great people.

If you’re looking for more than just a job—if you want to be part of a mission-driven team that values excellence, positivity, and personal growth—we’d love to meet you.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• No weekends

Work Location: In person

Salary : $19 - $21