IV & GA Coordinator – Dental - Permanent Part-Time | Kareela & Engadine
We are looking for a highly organised, proactive and patient-focused IV & GA Coordinator to join our dental team across Kareela Family Dental and Family First Dental, Engadine.
This is a dedicated coordination role responsible for overseeing the administrative and practical aspects of our intravenous (IV) sedation and general anaesthetic (GA) patient journeys.
Working closely with our dentists, anaesthetists, hospitals, clinical teams and management, you will help ensure each IV and GA case is planned thoroughly, communicated clearly and coordinated smoothly from initial treatment recommendation through to the procedure and follow-up.
The role would suit someone who enjoys taking ownership, is exceptionally organised and confident communicating with patients and healthcare professionals, and can keep multiple moving parts on track.
About the Role
As our IV & GA Coordinator, you will be a key point of contact for patients undergoing treatment under IV sedation or general anaesthetic.
You will coordinate appointments, documentation, financial arrangements, pre-operative requirements and communication between patients, clinicians, anaesthetists, hospitals and our internal team.
A significant part of the role is ensuring that nothing is missed. You will be responsible for monitoring cases as they progress, following up outstanding requirements and ensuring everyone involved has the information they need ahead of scheduled procedures.
Key Responsibilities
- Coordinate IV sedation and GA cases from clinician recommendation or referral through to treatment completion and required follow-up.
- Liaise with dentists, anaesthetists, hospitals, external facilities and internal team members regarding appointment dates and case requirements.
- Coordinate consultations, pre-operative appointments, procedure dates and post-operative reviews.
- Maintain accurate and up-to-date IV and GA appointment schedules.
- Act as a primary point of contact for patients, parents and guardians regarding the practical and administrative aspects of treatment.
- Clearly communicate appointment expectations, preparation requirements, treatment sequencing and practice processes.
- Ensure required medical histories, referrals, imaging, consent forms and pre-operative documentation are received and completed prior to treatment.
- Escalate clinical or medical questions appropriately to the treating clinician or anaesthetist.
- Communicate upcoming IV and GA sessions internally to support staffing, clinician scheduling, equipment preparation and operational planning.
- Prepare treatment estimates and communicate relevant dental, anaesthetic and hospital/facility fees where applicable.
- Explain deposits, payment arrangements, cancellation requirements and relevant practice financial policies.
- Monitor outstanding treatment plans and complete appropriate patient follow-up and reactivation.
- Maintain accurate patient communication, treatment and coordination records within the practice management system.
- Identify incomplete documentation, scheduling conflicts or other potential issues and proactively resolve or escalate these as required.
- Provide clear handovers to clinical and reception teams to support efficient treatment delivery.
- Maintain relevant IV and GA reporting and administrative records.
- Maintain accurate records relating to IV and GA mentor cases, including required appointment, clinician and payment information.
- Contribute to improving IV and GA systems, workflows and the overall patient experience.
About You
The right person for this role will be someone who is naturally organised, dependable and comfortable taking responsibility for an area of the practice.
You will ideally demonstrate:
- Excellent written and verbal communication skills.
- Exceptional organisation, time management and attention to detail.
- Strong follow-through and the ability to keep track of multiple cases simultaneously.
- Reliability, punctuality and consistency.
- Confidence communicating with patients, clinicians and external healthcare providers.
- A professional, empathetic and patient-centred approach.
- The ability to remain calm and solution-focused when schedules or circumstances change.
- Confidence discussing treatment fees, deposits and payment arrangements with patients.
- Strong computer and administrative skills.
- The ability to work independently while collaborating closely with the wider team.
- A proactive approach — identifying what needs to be done rather than waiting to be prompted.
- A high level of discretion and understanding of patient confidentiality.
Experience
Previous experience in dental, medical or healthcare administration or coordination would be highly regarded.
Experience in any of the following would also be advantageous:
- Dental reception or treatment coordination.
- IV sedation or general anaesthetic case coordination.
- Dental treatment planning and terminology.
- Liaising with hospitals, anaesthetists or other healthcare providers.
- Principle or similar dental practice management software.
- Treatment estimates, health fund claims and patient payment arrangements.
Previous IV or GA coordination experience is desirable; however, we are particularly interested in candidates who demonstrate exceptional organisation, reliability, communication skills and the ability to take ownership of the role.
Location
The position will work across:
Kareela Family Dental – Kareela and Family First Dental – Engadine
Flexibility to work across practice locations will be required.
The Person We’re Looking For
This role is more than simply booking appointments. We are looking for someone who will take genuine ownership of our IV and GA coordination processes.
You will be someone who likes things organised, notices when something is missing, follows tasks through to completion and understands the importance of keeping patients and the wider team informed.
Most importantly, you will help ensure patients undergoing IV sedation or general anaesthetic feel supported, informed and confident throughout what can often be an unfamiliar or anxiety-provoking treatment experience.
If you are highly organised, reliable, enjoy working with people and are looking for a role where you can take ownership and make a meaningful contribution to both the patient experience and the wider clinical team, we would love to hear from you.
Pay: $29.00 – $31.00 per hour
Expected hours: 15.0 – 20.0 per week
Work Location: In person
