Case Entry Coordinator

Case Entry Coordinator

Location: Chicago, IL

Compensation: $25.00 – $30.00 per hour

Benefits: Full Benefits Package

Position Summary

The Case Entry Coordinator serves as the essential "front gate" for our laboratory operations. You will be responsible for the accurate, complete, and timely intake of incoming dental cases, ensuring production begins without preventable delays. This role combines technical data entry, physical case handling, and proactive communication to safeguard quality, turnaround times, and customer satisfaction.

Key Responsibilities

Case Intake & Organization

• Receive and open incoming dental cases, following safety protocols for sanitizing dental materials.
• Sort, label, and organize cases to ensure seamless routing to the production floor.
• Maintain meticulous digital and physical records for all lab cases.

Case Entry & Digital Documentation

• Enter case details into the Magic Touch Lab Software, including patient demographics, clinician preferences, material selection, and deadlines.
• Audit prescriptions and digital files (scans, photos, and notes) for accuracy before releasing them to production.
• Manage digital assets by attaching files to correct records and ensuring proper naming conventions for downstream teams.
• Generate and verify work orders and invoices to ensure they match the doctor's prescription.

Communication & Problem Solving

• Proactively contact dental offices via phone or email to resolve missing or unclear information (e.g., shades, bites, or missing scans).
• Collaborate with Customer Care and Production teams to clarify technical requirements and prevent "stop/start" delays.
• Escalate high-risk issues or exceptions promptly according to established laboratory guidelines.

Quality Control

• Flag missing clinical information that could lead to downstream remakes.
• Maintain a high standard of data integrity regarding product selection and production notes.

Required Qualifications

• Education: High School Diploma or equivalent.
• Experience: 2+ years in administrative intake, healthcare data entry, or dental office support.
• Dental Knowledge: Strongly preferred. Familiarity with dental terminology, clinical workflows, or prior experience as a Dental Assistant or Lab Tech is a significant advantage.
• Technical Skills: * Strong computer proficiency; experience with Magic Touch is a plus.
• Keyboarding: Must be a proficient touch-typer (minimum 50 WPM / 95% accuracy) to handle high-volume data entry.
• Attributes: Exceptional attention to detail, strong documentation discipline, and the ability to thrive in a fast-paced environment.

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