Dental Patient Care CoordinatorsYour best patients are already in your chart.

A dental patient care coordinator is the person who owns the patient between visits. They return calls and texts, book new patients, verify insurance before appointments, confirm the schedule, follow up on treatment plans that never got scheduled, and work the hygiene recall list. Simpalm Staffing places remote coordinators from Latin America who work your U.S. business hours inside your own practice software.

For many owners, yes. A single location rarely has anyone to spare for missed calls and the overdue list, because the front desk is busy with the patients in the office. A part-time coordinator, four hours a day, who returns missed calls and works the recall list is a simple way to start.

No. Your front desk stays with the patients in the office: check-in, check-out, payments, and the conversations that happen face to face. Your coordinator takes the work between visits that the front desk rarely has time for.

Start part time, four hours a day. That covers callbacks, confirmations, the overdue hygiene list, and treatment plan follow-up. Move to full time, eight hours a day, when the volume says so. It’s the same person, so there’s no new hire.

Most clients have their Simpalm Staffing coordinator working about two weeks after the first call. Software access and your scripts are set up in that window.

Start with what slips first: returning missed calls and working the overdue hygiene list. Add insurance verification, confirmations, and treatment plan follow-up as trust builds.

Ask us about evening or weekend hours. Without them, after-hours calls and texts go to the top of your coordinator’s list, and a person calls back at the start of the next shift.

In Patient Prism’s analysis of more than 11.5 million calls to 8,280 dental locations in 2025, 31 of every 100 calls ended in a hang-up before reaching the front desk, and the average location called back only 38% of the callers who didn’t book. A coordinator works that callback list every day, starting first thing in the morning.

A real person, during your coordinator’s hours. Calls and texts that arrive after hours go to the top of the list and are returned at the start of the next shift. You set the response target with us.

We match candidates to the practice software you run, and you see each finalist’s experience with it before you decide. Whoever you pick works with their own login, never a shared one.

Yes. Eligibility and benefits are checked before the appointment, on the payer’s portal or by phone, and recorded in your software the way your office does it. The CAQH Index 2024 puts a manual dental eligibility and benefits check at 12 minutes on average (2023 data), time your front desk gets back. Anything unusual goes to your office manager. Your coordinator can explain the payment options your office offers; treatment estimates and financial agreements are approved by your office.

Every week, from the top of your overdue list: a reminder on your schedule, then a personal call when a text goes unanswered, and the visit is booked while the patient is on the phone. For scale: at the average practice, 46 of every 100 active patients have no next visit booked (Dental Intelligence, 2025 data).

Yes. Your coordinator calls patients whose recommended treatment never made it onto the calendar, answers scheduling and insurance questions the way your office answers them, explains the payment options your office offers, and books the visit. Treatment estimates and financial agreements are approved by your office, and questions about whether the treatment is needed always go to your dentist.

No. Your coordinator never gives clinical advice, diagnoses, or makes treatment decisions. Anything clinical, like pain after a procedure, a medication question, or whether treatment can wait, goes straight to your dentist or clinical team.

The emergency protocol you set comes first: the call goes to your on-call dentist or clinical team right away, the patient is offered the emergency time your office has approved, and the coordinator never assesses symptoms on their own.

Yes. Tomorrow’s schedule gets confirmed, a conflict becomes a reschedule instead of a no-show, and same-day openings go to the patients on your ASAP list.

Yes. Patients past the recall window you set go on their own list, and each one gets a personal welcome-back call in your practice’s voice, before they forget you.

Many of our coordinators speak English and Spanish. If Spanish matters for your patients, tell us, and we will only introduce candidates whose Spanish we have tested.

That’s your choice. They can introduce themselves as part of your front office, using your practice’s name, your scripts, and your phone line.

Because a text is easy to ignore and a person is not. Reminders still go out on your schedule. When a text goes unanswered, a person calls, answers the question that was holding the patient back, and books the visit.

HIPAA compliance depends on your practice and how access is set up, not on a staffing agreement alone. When your practice needs one, a business associate agreement (BAA) is signed before any work begins. HIPAA’s Security Rule (45 CFR 164.312(a)(2)(i)) requires a unique user identification for each person, so your coordinator gets their own login, never a shared one, with only the access the work requires, and never uses personal phones or WhatsApp.

With the right safeguards, it can. HIPAA does not prohibit virtual assistants who work outside the U.S., as the California Dental Association noted in 2023, but it puts the duty to protect patient information on the practice and its business associates. That is why named logins and access limited to the work come first, along with a business associate agreement (BAA), signed when your practice needs one.

No. The work stays inside your systems: your practice software, your phone line, and your inbox.

Because your patients call during your business day, and coordinators in Latin America work that day with you. Many speak English and Spanish, and every candidate is assessed on real coordinator tasks before you meet them.

Each candidate completes a Ducknowl assessment scored against real coordinator tasks, then a one-on-one interview with someone who has done this work. You meet two or three finalists and choose.

It depends on hours and experience, and every candidate Simpalm Staffing introduces comes with a price attached before you decide. Many clients start part time, four hours a day. You pay one invoice, after the month’s work is done. See our pricing page for more detail.

A simple first step. Your team pulls three counts from your own software for one week: missed calls, overdue hygiene patients, and treatment plans that never got booked. You share the totals, never patient names. If there’s nothing there, we’ll tell you that too.

You’re covered by Simpalm Staffing’s 30-day fit guarantee. If your coordinator isn’t the right match for your patients and your team, we’ll find someone who is.