Treatment Coordinator

The Grove Dental is entering its next stage of growth and is seeking an exceptional Treatment Coordinator who combines commercial confidence, persuasive communication and disciplined execution.

You will take ownership of guiding patients through their dental journey within an award-winning, high-end cosmetic and reconstructive dental practice—from the initial consultation through to a clear, documented decision.

This is not an admin/HR role.

This is not a clinical coordination role.

This is a high-accountability sales and patient care role. It is designed for someone who can build genuine trust, ask direct questions, confidently discuss significant treatment investment, solve problems and consistently follow through.

If you see opportunities where others see problems, enjoy influencing decisions with clarity and empathy, and want your performance measured by meaningful patient and business outcomes, we want to speak with you.

The Opportunity

Working closely with the practice owners and clinical team, you will own the complete treatment acceptance pipeline. You will sit in on high-value consultations, build trust with patients, present treatment plans and fees, identify the real barriers to proceeding, explain payment and financing options, and follow up every undecided patient until their case reaches a clear outcome.

Success in this role means combining warmth with commercial courage. You will be accountable for conversion, pipeline progression, follow-up completion, record accuracy, patient experience and revenue outcomes.

The Grove Dental is a highly regarded cosmetic practice and a two-time National Winner in the Australian Achiever Awards for remarkable customer service. Following a major practice expansion in early 2025, we are continuing to grow and deliver outstanding patient outcomes.

Key Responsibilities

• Own every patient opportunity from consultation to an accepted, declined or documented future follow-up outcome

• Build trust by understanding each patient’s needs, motivations, concerns and decision criteria

• Present treatment plans, fees, payment options and third-party finance clearly, confidently and accurately

• Ask direct but empathetic questions to uncover hesitation, clarify objections and help patients make informed decisions

• Maintain a structured, proactive follow-up cadence so no viable patient opportunity is lost through inaction

• Keep patient notes, treatment status, next actions and pipeline records accurate and current

• Track and report conversion rates, pipeline value, follow-up activity, revenue outcomes and other agreed KPIs

• Collaborate closely with the clinical team to finalise treatment plans and create a seamless patient handover

• Identify pipeline bottlenecks and implement improvements to conversion, service delivery and efficiency

• Deliver an exceptional patient experience while actively contributing to business growth and profitability

Who You Are

• Decisive, commercially minded and personally accountable for outcomes

• Warm, confident and able to influence without becoming pushy or transactional

• Energised—not embarrassed—by conversations about money, and resilient enough to hear 'not yet' without withdrawing

• Naturally proactive: you do not wait to be chased or allow important actions to drift

• Urgent and disciplined: you move quickly, follow the process and document the detail

• Patient-centred but not passive; you understand that helping someone reach a clear decision is part of excellent care

• Driven by data, KPIs and continuous improvement while remaining calm and empathetic

You Bring

• 3+ years of strong conversion performance in a consultative, high-value sales role—such as dental treatment coordination, cosmetic or medical aesthetics, health services, or premium retail/services

• Demonstrated ability to manage a sales pipeline, prioritise opportunities and follow through to a defined outcome

• Impeccable communication, presentation and interpersonal skills

• Confidence discussing significant fees, payment options and finance arrangements

• High attention to detail, strong systems discipline and accurate record-keeping

• Strong problem-solving, judgement and decision-making capability

• Coachability, a growth mindset and the ability to collaborate in a fast-paced, high-performance team

This Role Will Not Suit You If

• You avoid direct conversations about money, commitment or the real reason a patient is hesitating

• You prefer to wait for patients to contact you rather than proactively owning the follow-up

• You rely on memory instead of systems, or prefer activity over accountability for conversion, pipeline and revenue outcomes

Highly Regarded

• Dental industry experience

• Experience with third-party financing providers and arrangements

• Experience leading business growth, service delivery or efficiency improvement initiatives

What We Offer

• Competitive salary, clear performance KPIs and a bonus structure that recognises results

• Strong systems and operational foundations already in place

• Professional development, coaching and growth opportunities

• The opportunity to help build one of the leading dental practices in the region

• A full-time permanent position (4–5 days per week) for someone seeking a long-term, rewarding career

If you are ready to bring commercial courage, disciplined follow-through, warmth and exceptional communication to our team, we want to hear from you.

To apply, submit your cover letter and resume at https://hr.thegrovedental.com.au/careers

Tell us in your cover letter why you are the best fit for this role. Bonus points if you include a link to a short video introducing yourself. Only applications that include both a cover letter and resume will be considered. We would love you to join us in creating beautiful smiles and transforming lives.