Treatment Plan Coordinator

About Incredible Smiles

At Incredible Smiles Woodville Park, we're not just creating beautiful smiles — we're changing lives. As a Dental Treatment Plan Coordinator, you'll play a pivotal role in guiding patients through their dental journey with compassion, clarity, and confidence.

You'll work closely with our experienced dentists and support teams to present tailored treatment plans, explain procedures and financial options, and ensure each patient feels informed and cared for every step of the way. This isn't just a desk job — it's a patient-facing leadership role in a fast-growing, innovative dental group that values both excellence and empathy.

Incredible Smiles have 5 practices across South Australia offering a wide spectrum of dental services: general dentistry, emergency dental, children's dental, orthodontics (braces & Invisalign), cosmetic dentistry (veneers, whitening), implants (single, all‑on‑X, full mouth rehab) and surgical extractions.

We also provide sedation options (IV sedation & happy gas) for patients who are anxious or undergoing more complex procedures.

Being a family owned organisation we are passionate about company culture with many social events and growth opportunities.

Position Summary

The Treatment Plan Coordinator is a key liaison between patients, clinicians, and external partners, ensuring a seamless experience from consultation through to treatment completion. This role involves the coordination of complex clinical and financial elements including IV sedation, full month rehabs, implant dentistry, and AOX procedures. The role also includes maintaining accurate data records, tracking KPIs, and compiling performance reports to support clinical and business operations.

Be the connection between clinical excellence and patient confidence.

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Key Responsibilities

Patient Communication & Coordination

• Be the primary point of contact for patients regarding treatment plans, appointments, and payment options.

• Present treatment plans and coordinate approvals in a clear, supportive, and professional manner.

• Schedule treatment appointments across surgical and restorative phases, ensuring all parties are aligned.

• Provide ongoing follow-up and support for patients throughout their care journey.

Treatment & Surgical Coordination

• Coordinate IV sedation cases, including liaising with sedation providers and managing consent/pre-op paperwork.

• Manage implant cases and All-on-X workflows, ensuring seamless communication between clinicians and labs.

• Liaise with multiple external laboratories, tracking timelines and ensuring quality of delivered work.

• Maintain case progress tracking tools and communicate treatment status to team members as required.

Administrative & Financial Support

• Prepare and present financial consent forms, payment options, and coordinate superannuation early release applications.

• Maintain accurate and up-to-date records in the practice management system.

• Follow up with patients and providers for pending approvals, payments, and documentation.

• Track and process relevant patient documentation, including medical histories, consents, and external referrals.

Data Tracking, Reporting & KPIs

• Maintain Excel or Google Sheets reports tracking:

o Treatment plan conversions (consultations vs accepted)

o Revenue generated from treatment plan approvals

o Number and value of super release applications submitted and approved

o Case completion timelines and delays

o Patient satisfaction or feedback follow-ups

• Work closely with the Practice Manager to analyse and report on monthly KPIs, including:

o Case acceptance rate (%)

o Average treatment value

o Time from consultation to case start

o Follow-up response rate

• Use reports to identify workflow improvements and assist in business decision-making.

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Key Skills & Attributes

• Warm, empathetic, and confident communication style

• High attention to detail with strong follow-up skills a MUST

• Ability to manage multiple treatment cases concurrently

• Strong organisational and time management skills

• Proficient in Microsoft Excel or Google Sheets

• Problem-solving mindset and ability to work autonomously

• Professional presentation and confidentiality

Due to the nature of this role - only experienced TC or experienced Dental Receptionist/DA's looking to further their career will be contacted for an interview.

Hourly rate dependent on level of experience

Please email your resume to