Care Coordinator at Tend in Arlington, VA

At Tend, we do dentistry differently — without compromising on excellence or ambition.

As a Care Coordinator at Tend, you’ll be at the center of the patient experience — blending hospitality, clinical coordination, and financial guidance to create a seamless and personalized visit for every member. You’re the first smile our patients see and the trusted partner who guides them through every step of their journey, from check-in to treatment to follow-up.

Our model is built for people who are passionate about service, thrive in fast-paced environments, and take pride in making complex processes feel simple and approachable. You’ll work closely with clinical and operational teams to deliver a modern, thoughtful experience that keeps patients coming back — and talking about Tend long after they leave.

What You’ll Do

• Create a warm, welcoming experience for every patient from arrival through departure
• Own the full check-in and check-out process with accuracy, efficiency, and care
• Present treatment plans clearly and confidently, helping patients understand their options and next steps
• Guide financial conversations, including insurance coverage, patient responsibility, and payment solutions
• Partner with the Studio Manager to support daily operations, including opening/closing and schedule management
• Collaborate with dentists, hygienists, and clinical teams to ensure a seamless patient experience
• Participate in daily huddles to align on schedules, same-day treatment opportunities, and patient needs
• Maintain accurate and organized patient records, ensuring information is up to date and accessible
• Coordinate referrals and follow-ups across Tend studios and specialty providers
• Respond to patient inquiries with accuracy, professionalism, and warmth
• Resolve patient concerns in real time using sound judgment and Tend tools
• Maintain a clean, organized, and compliant front-of-house environment
• Support studio performance goals through schedule optimization and case acceptance

Who You Are

You embody our Tend values and demonstrate key competencies that ensure both patient success and team excellence. At Tend, these values aren’t just words on a wall — they are essential to how we hire, lead, and collaborate. Every Care Coordinator is expected to show up with a mindset grounded in our mission, vision, and values. This is what drives our culture, our patient experience, and the standard of care we’re proud to deliver every day.

Tend Values:

• Tend to Others – Deliver an exceptional, hospitality-driven experience. You anticipate needs and make every patient feel seen, supported, and cared for.
• Be Brave Enough to Lead – Take ownership of the patient experience, proactively solve problems, and step in when support is needed.
• Savor the Ride – Bring positivity and energy to the studio, staying resilient and composed in a fast-paced environment.
• Embrace Our Differences – Communicate with empathy and respect, creating an inclusive and welcoming environment for all patients and teammates.
• Rooted in Growth – Seek feedback, learn continuously, and strive to improve both individually and as part of the team.

Role-Based Competencies:

• Situational Adaptability – Stay calm, flexible, and solutions-oriented when schedules shift, patients have concerns, or priorities change quickly
• Collaborates – Partner effectively with clinical and studio teams to deliver a seamless, end-to-end patient experience
• Communicates Effectively – Clearly explain treatment plans, financial details, and next steps while building trust with patients

What You Have

• 1–2 years of experience in a healthcare or patient-facing role (dental experience strongly preferred)
• Confidence in discussing treatment plans, timelines, and insurance coverage with patients
• Experience presenting financial information and supporting case acceptance
• Familiarity with dental software (Dentrix or similar) preferred
• Understanding of insurance claims, benefits coordination, and billing practices
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to thrive in a fast-paced, team-based environment
• A proactive mindset with strong ownership and follow-through
• Passion for delivering thoughtful, human-centered service
• Ability to work a Full Time schedule consisting of 32-40 hours per week including 2 Saturdays per month

Physical Requirements

This position requires the ability to perform the essential job duties listed, with or without reasonable accommodation:

• Ability to sit and stand for extended periods throughout the workday
• Ability to use a computer and phone systems for extended periods
• Ability to move throughout the studio and assist patients as needed
• Occasional lifting or movement of office supplies up to 25 pounds
• Ability to communicate effectively with patients and team members in person and via technology

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

What We Offer

We believe taking care of people starts with taking care of our own. Here’s how we’ve got you covered at Tend:

🌴 Time to Recharge – Enjoy Paid Time Off (PTO) — because rest is productive.
🩺 Health Comes First – Medical, dental, and vision insurance — plus our own Dental Wellness Program.
💰 Plan for the Future – 401(k) plan to help you grow your nest egg.
🎓 Learning & Development – Ongoing training, mentorship, and growth opportunities.
🛡️ Peace of Mind – Life & AD&D insurance, disability coverage, and health advocacy resources.
🛍️ Smart Spending Options – FSAs, HSAs, and pre-tax transit and parking benefits.
💡 Support, When You Need It – Employee Assistance Program (EAP) and other resources for personal well-being.