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

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.
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.
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.