Financial Coordinator at Rusty Jones Orthodontics

Bilingual Orthodontic Financial Coordinator & Receptionist (Collections Specialist)

Position Summary

The Bilingual Financial & Front Desk Coordinator is a high-impact, dual-responsibility role focused on front-office operations and rigorous accounts receivable recovery. This position serves a large Spanish-speaking patient demographic and requires mandatory travel between two local practice locations. The ideal candidate provides excellent patient hospitality at the front desk while maintaining a firm, structured approach to resolving heavily delinquent accounts and minimizing practice bad debt.

Key Responsibilities

1. High-Volume & Delinquent Account Collections

• Aging Responsibilities: Monitor and aggressively pursue aging accounts receivable reports (30, 60, 90+ days past due).

• Bilingual Patient Outreach: Conduct high-volume phone outreach, email campaigns, and mail notices in both English and Spanish to secure immediate payments or restructures for defaulted contracts.

• Dispute Resolution: Address patient billing grievances, research ledger errors, and negotiate firm payment terms within practice guidelines.

• Legal & Third-Party Referral: Prepare and transfer uncollectible accounts to external collections agencies or small claims legal tracking when necessary.

1. Front Desk Operations & Reception

• Bilingual Patient Relations: Serve as the primary front-desk point of contact, ensuring a welcoming environment and clear communication for Spanish and English-speaking families.

• Patient Flow Management: Handle patient check-ins/check-outs, manage sign-in logs, and collect down payments, monthly installments, or copays at the desk.

• Scheduling: Coordinate, schedule, and confirm orthodontic adjustments, emergency visits, and new patient consultations across both locations.

• Phone & Office Upkeep: Manage multi-line phone queues and maintain a clean, organized reception area.

1. Multi-Location Mobility & Admin

• Dual-Office Rotation: Travel regularly between both practice offices based on the weekly clinic schedule to maintain administrative continuity.

• Financial Reporting: Reconcile daily logs and cash drawers across locations, preparing separate daily bank deposits and ledger entries.

Qualifications & Requirements

• Language: Native or professional fluency in both English and Spanish is strictly required. Must be completely comfortable discussing complex financial contracts and collections in both languages.

• Experience:

• Minimum of 2+ years of dental/orthodontic front office experience.

• Proven track record in a dedicated collections, debt recovery, or strict accounts receivable role where hitting recovery targets.

• Mobility: Must possess a reliable personal vehicle for frequent travel between the two offices.

• Skills:

• Firm, assertive, yet professional communication style needed for difficult collection calls.

• Proficiency with orthodontic practice software (Cloud 9 Ortho) and ledger auditing. Willing to train

• High emotional intelligence to balance front-desk hospitality with back-end financial enforcement.