Full Job Description

We are a busy, growing, high-end private practice. We are seeking a full-time Administrative Patient Coordinator to support all front desk operations.

Excellent compensation, benefits, and team environment.

Responsibilities:

Remains ever vigilant about providing exceptional customer service to patients, vendors, co-workers, and specialists – every person who comes into contact with the office. Communicates with professionalism and confidence to enhance the practice image. Maintains appearance and order of dental office, patient scheduling, patient management, and accounts receivable. Also oversees insurance contracts and claims.

SPECIFIC DUTIES

Operations

• Open and close dental office according to office protocol
• Review and order supplies for administration department and reception area, within specified budget
• Maintain a professional reception area/office (organize patient education materials and magazines, straighten up the facility, report any larger maintenance issues to administrative assistant for follow-up)
• Maintain practice management system; identify upgrades and training needs
• Back-up support to coordinate schedules of dentist, business manager, meetings, and office events

Patient Services

• Check the daily schedule for accuracy; provide schedule and route slips to clinical team
• Prepare morning huddle reports to provide information identified by clinical team; lead morning huddle
• Greet and welcome patients and visitors to the practice
• Check in patients according to office protocol; ensure paperwork is complete and current.
• Contact other dental offices for patient records
• Provide paperwork to new patients via mail, email.
• Send copy of patient record for consultation with specialists
• Arrange referral appointments and manage communications with specialty offices
• Securely store and handle patient records in compliance with legal requirements, including HIPAA privacy and security regulations
• Present treatment plans to patients, including estimate of insurance coverage
• Provide and document HIPAA Notice of Privacy Practices according to office policies and procedures
• Confirm upcoming appointments
• Schedule patients for efficient use of doctor and staff time
• Check patient back-up list to try to fill in cancellation and no-show appointment times
• Schedule follow-up appointments as directed
• Field questions from patients regarding appointments, insurance, and treatment timelines; convey questions and concerns to other staff as appropriate
• Actively participate in all internal and external marketing activities to help grow the client base, including accurately recording new patient referral sources

Financial Management

• Arrange payment plans with patients, in keeping with office protocol
• Collect payment from patients at time of treatment
• Maintain collections processes to follow up on overdue payments.
• Post payments from patients and insurance providers, including adjustments
• Deposit payments as per office protocol
• Prepare, review, and send patient statements; semi-monthly or sooner
• Maintain petty cash
• Collaborate with dentist and business manager re: fee schedule changes

Records Management

• Gather and accurately record dental, medical and insurance information from patients
• Securely store and handle records in compliance with legal requirements, including HIPAA regulations
• Manage and update patient information via electronic health record system
• Arrange patient information (charts, x-rays, etc.) for the next day’s appointments
• Track cases and referrals to and from other doctors
• Provide daily reports for bank reconciliations Insurance
• Keep patients’ insurance information up to date
• Submit treatment plans for predetermination of benefits
• Prepare and process claim forms for patients with dental insurance
• Organize supporting materials for claim forms, such as radiographs or written narratives
• Manage follow-up and resolution of problems with third-party payers
• Update third party fee schedules
• Administer credentialing with third-party payers Communications
• Promptly answer and respond to all types of communications (telephone calls, emails, text messages, etc.) with professionalism
• Sort, organize and distribute mail
• Work with external vendor to coordinate automatic patient appointment and recall reminders

Office Participation

• Actively participate in team meetings
• Demonstrate initiative by pitching in to assist with laundry, keeping the office tidy, and identifying ways to improve the practice
• Adhere to the practice’s Team Agreement
• Participate in emergency/risk management programs of the office
• Maintain current CPR Certification
• Comply with OSHA guidelines
• Adhere to policies of the Staff Handbook
• Perform other tasks as assigned by the dentist or business manager

PERSONNEL REQUIREMENTS

Education/Experience

• High school diploma or equivalent;
• Minimum 1 years’ work experience in dentistry or other healthcare environment
• Strong mathematical and reasoning skills
• Strong written communication skills including excellent grammar and spelling
• Computer knowledge: Proficient in using Microsoft Word, Excel, and Dentrix

Interpersonal

• Outstanding interpersonal skills – written, verbal, listening – to maintain effective rapport with patients, dentists, other staff members and community

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 10 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Dental receptionist: 1 year (Required)
• patient coordinator: 1 year (Preferred)

Ability to Commute:

• Port Orchard, WA 98366 (Required)

Work Location: In person