The front office coordinator focuses on creating a welcoming environment for our patients. There must be a comfort level in performing all secondary duties while active in our cross-trained culture. Being accountable for the practice’s overall patient experience.

Qualifications

An individual must fulfill each essential duty as listed below to perform this job successfully.

Essential Duties

• Oversee patient care by scheduling appointments, coordinating financial arrangements (including billing and insurance), maintaining patient records, and following up on delinquent accounts
• Assure the practice property is clean, professional, and well-kept, all clinical and office equipment is kept in proper working order, and arrange for landscaping/gardening or other services as required
• Keep the doctor and the hygienist productively busy throughout the day
• Answer phones
• Update patient records for each day’s schedule
• Schedule all appointments and detail procedure and time needed
• Maximize time efficiency in scheduling by utilizing procedure codes to doctor time, assistant time, anesthesia, etc.
• Check all lab cases have been received the day before treatment
• Check messages before the morning huddle
• Greet patients by name and update addresses, telephone numbers, and insurance information as appropriate
• Alert appropriate staff of patient arrival
• Monitor the schedule throughout the day to ensure all runs smoothly
• Determine the status of the next continuing care visit for each hygiene patient seen during the day to ensure no one is missing
• Call any patient who is 5 minutes late to determine their status and inform the clinical staff
• Register new patients and provide necessary forms (welcome letter, patient information, and office policy)
• Keep patients informed of expected wait time if the doctor is behind schedule
• Confirm appointments with patients two days in advance of the appointment
• Record broken appointments and last-minute cancellations in patient charts

Secondary Duties

• Document insurance information on the patient’s chart for quick reference
• Provide the appointment coordinator with patient names and amounts payable so collection can take place during the day
• Identify patients in the daily schedule who are a financial concern, note payment problems on the patient charts, and arrange a conference with them either before or at the time of the appointment
• Record all financial discussions with patients on the chart and enter information in the computer
• Prepare and mail patient statements each month on a regular billing cycle
• Send information as requested by insurance companies such as x-rays, charting, narratives, and other documentation for processing claims

Knowledge/Skills/Abilities

• Knowledge of HIPAA regulations
• Skilled in the use of standard office equipment including telephones, calculators, copiers, fax, computers, and computer software (MS Excel, Word, Practice Management software) - Dentrix Ascend very favorable.
• Ability to maintain composure and professionalism when exposed to stressful situations
• Ability to engender trust from the doctors, co-workers, and patients
• Ability to work cooperatively with management, staff, and patients
• Proficient in using conflict resolution and problem-solving techniques to manage conflict, patient complaints, and other discord
• Ability to prioritize, organize, and complete tasks in a timely and independent manner
• Ability to accept constructive criticism
• Ability to understand and follow written and verbal instructions, to collect data, establish facts, draw valid conclusions, and maintain confidentiality

Experience

Minimum of one year of related experience and/or training in a dental office setting.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 36 – 42 per week

Benefits:

• 401(k)
• Employee discount
• Health insurance
• Paid time off

Supplemental pay types:

• Bonus opportunities

Work Location: In person