Dental Case Coordinator

Department: Dental Design Operations
Work Hours: U.S. Time Zone (EST/PST – Night Shift in PH)
Job Summary

We are seeking a detail-oriented and tech-savvy Dental Case Coordinator to manage daily dental design case workflows between U.S. dental clinics and design team.
This role requires excellent English communication skills and familiarity with dental terminology, file management systems, and client interaction. You will be responsible for downloading case files submitted by dentists, organizing them by protocol, and re-uploading completed work with accuracy and professionalism.

Key Responsibilities
1. Case Management & File Handling

-Access the client web portal daily to download incoming dental design case files (e.g., Guide, Abutment, Crown).
-Create organized folders named according to the clinic’s client number, date, and serial sequence (e.g., C123456_1009_01).
-Upload completed design files to the correct folders in accordance with client-specific naming and submission protocols.
-Ensure files are backed up and properly stored in shared drive systems (e.g., Google Drive or internal file servers).

2. Communication & Coordination

-Communicate directly with U.S.-based dentists and dental offices via email and phone to confirm missing data or request additional files.
-Liaise with internal design teams to track case progress and delivery deadlines.
-Respond promptly to client inquiries with a professional tone and clear updates.
-Coordinate with management to resolve issues related to file discrepancies or incomplete uploads.

3. Quality & Accuracy Control

-Review downloaded case files to verify all required data and scans are included before forwarding to design teams.
-Double-check completed designs before submission to ensure file integrity and completeness.
-Document and report recurring issues (e.g., missing scans, unclear requests) for continuous process improvement.
Note: This position may involve additional administrative, communication, or case coordination tasks as assigned.
The ideal candidate should be adaptable and ready to take on evolving responsibilities in a fast-paced dental outsourcing environment.

Qualifications

-Bachelor’s degree preferred (any field related to Dental Technology, Science, or Administration is a plus).
-Strong English communication skills (both written and spoken) – daily interaction with U.S. dentists required.
-Prior experience working in a dental office, dental lab, or dental BPO environment is highly preferred.
-Strong computer literacy: comfortable with Google Workspace (Drive, Sheets, Gmail), file uploads, and basic data organization.
-High attention to detail and ability to manage 70–100+ daily cases efficiently.
-Ability to follow strict protocols and meet turnaround times.
-Must be able to work U.S. business hours (night shift in PH).

Preferred Skills

-Familiarity with dental terms such as Guide, Abutment, Crown, Veneer, etc.
-Experience handling STL files or 3D design outputs (basic understanding).
-Previous exposure to dental design systems or case management portals.
-Excellent organizational and multitasking skills under fast-paced conditions.