Job Description for Patient Care Coordinator

Employer Information :

Organization Name: Downtown Franklin Family Dentistry

Website: www.downtownfranklinfamilydentistry.com

Job Division: United States

Reports to: Business Manager

Job Location: 216 3rd Ave North Franklin, TN 37064

Prepared By: Sean J. Abrams, DDS | Nadia Sankey, Business Manager

Prepared Date: 07/18/2023

Purpose :

To work with Dr. Abrams, the team, and the Business Manager (Nadia) to ensure the office runs smoothly and efficiently every day and, to prioritize patient care and ensure patient comfortability.

Tasks :

• Check patients in/out
• Greet patients upon arrival in a professional, welcoming manner
• Verify accuracy of patient info – insurance, billing information, demographics, phone number, etc.
• Check voicemails throughout the day – voicemails are found in the office email
• Manage the Hub throughout the day – respond to text messages and secure messages, maintain the HOT list, Dentrix reviews, and appointment requests
• Manage LOOP – check LOOP daily for referral requests and communications from SOFS
• Schedule new patient appointments – fill out new patient appointment form completely
• Send new patient forms via Hub – patient portal invite, new patient forms, welcome email
• Import new patient forms into patient charts – found in “questionnaire”
• Insurance verification – verify benefits for new patients, create an insurance breakdown form and upload it into patient document center; verify benefits for existing patents and make sure there is an insurance breakdown in patients document center (Insurance must be checked for every appointment even if patient was seen recently)
• Answer incoming calls – first on phone
• Fill schedule – Move patients up when there are holes in the schedule and work reports

(Reports: unscheduled treatment, hygiene recall, appointments that were not rescheduled after cancellations)

• Provide excellent customer service to our patients
• Public relations – research, approach, and present dental related/marketing information to local businesses, day cares/preschools/etc.
• Help hygiene as needed (for example: with perio charting
• Operate office machines such as copier, fax, voicemail, scanner, and computer as needed
• Review files, records, and other documents to obtain information to respond to requests

Activities :

• Attend staff meetings – Once a month, usually held on a Thursday at the last hour of the day
• Establish and maintain relationships with specialty offices
• Recommend improvements to work methods or procedures
• Administrative duties - maintain inventory of office forms, records, reports, and/or files
• Processing information - prepare bank deposits, process account invoices. (Only when Business Manager is absent)
• Use knowledge of dental terminology
• Make decisions/problem solve
• Organize, plan, and prioritize work
• Provide superior customer service - answer patient inquires and greet all guests in our office
• Follow HIPPA and OSHA guidelines
• HIPPA Officer

Technology :

• Email, Internet browser, and Microsoft Office software
• Henry Schein Dentrix software – including billing and records management

Minimum Requirements :

• High School Diploma
• Excellent written and verbal communication skills
• Proficient typing skills
• Comfortability with presenting to various audiences
• Strong social skills, with the ability to connect with team members
• Maintain strong organizational skills
• Leadership skills
• Ability to collaborate and problem solve and be solution focused
• Patient-focused
• Energetic and positive

Skills:

• General Practice
• Billing
• Insurance
• Marketing
• Scheduling
• Treatment Planning
• Dentrix

Benefits:

• Dental
• PTO
• Bonuses

Compensation:

• $18-$23/hour