Dental Care Coordinator

Monday - Thursday 7:30 - 5, Friday 7:30 - 11:00

Company Overview

The Dental Care coordinator is responsible for supporting the Dental Department by verifying patient dental insurance, coordinating dental referrals, and helping patients access programs and resources that reduce barriers to dental care.

A key responsibility of this position is serving as a patient resource and advocate. The Dental Care Coordinator will identify patients who may qualify for assistance programs and help them access available resources, including the Sliding Fee Discount Program, Medicaid, and other state, federal, organizational, or community assistance programs.

They will work closely with patients and/or their parent or legal guardian, the dental and medical teams, Patient Access Clerks, insurance staff, and outside dental providers to help patients successfully access and complete needed dental care.

As dental knowledge and experience develop, this position may be progressively trained to assist with dental treatment coordination, including helping patients understand, schedule, and complete recommended dental care.

The primary assignment of this position is within the Dental Department. Cross-training or assistance in other CHS departments may occur as needed but is secondary to the employee's assigned dental responsibilities.

Job Summary

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude these from the position if the work is similar, related, or is a logical assignment to the position.

DENTAL INSURANCE VERIFICATION

1. Verify dental insurance eligibility and benefits for scheduled patients.

2. Complete dental insurance verification forms and ensure completed forms are scanned or uploaded into the patient's electronic record.

3. Update remaining insurance benefits and applicable insurance information in the dental software for primary and secondary insurance policies when applicable.

4. Attach appropriate patient alerts and appointment notes related to insurance coverage.

5. Ensure dental insurance information is current and accurately maintained within the dental software and patient record.

6. Identify and document relevant insurance information, including deductibles, annual maximums, frequency limitations, waiting periods, exclusions, downgrades, non-covered services, and other benefit limitations identified during verification.

7. Communicate significant insurance information or coverage concerns to the appropriate dental team member before scheduled treatment whenever possible.

8. Maintain and update the dental pre-authorization tracking list and ensure required pre-authorizations are forwarded to the appropriate team member for timely submission.

9. Monitor outstanding pre-authorizations and assist with follow-up and documentation. As knowledge and competency develop, the employee may receive additional training related to preparing and submitting dental pre-authorizations.

DENTAL REFERRALS & CONTINUITY OF CARE

10. Coordinate outgoing dental referrals to specialists and other dental providers according to established policies and procedures.

11. Assist with scheduling referral appointments when appropriate and communicate appointment information and instructions to the patient and/or parent or legal guardian.

12. Maintain an accurate and current list of dental specialists, referral providers, and other appropriate dental resources.

13. Track outstanding dental referrals and follow up as necessary to help ensure recommended services are obtained and appropriate documentation is received.

14. Communicate with referring and receiving dental providers as necessary to facilitate continuity of care.

15. Accurately document referrals, appointments, communications, and follow-up activities in the patient's record.

PATIENT ASSISTANCE & ACCESS TO CARE

1. Identify patients who may qualify for programs or resources that can reduce financial or other barriers to receiving dental care.

2. Educate and assist patients and/or their parent or legal guardian with available assistance programs, including the Sliding Fee Discount Program, Medicaid, and other state, federal, organizational, or community assistance programs for which they may qualify.

3. Assist patients with completing applications, gathering required documentation, and navigating enrollment processes within the scope of assigned responsibilities.

4. Follow up with patients regarding pending applications, eligibility requirements, or additional documentation needed to obtain available benefits or assistance.

5. Serve as a patient advocate by helping identify insurance, financial, transportation, referral, scheduling, or other barriers that may interfere with obtaining recommended dental care and connecting patients with appropriate available resources.

6. Document patient assistance, applications, resources provided, and follow-up activities in the appropriate patient record.

GENERAL DENTAL TEAM RESPONSIBILITIES

7. Provide professional, compassionate, and patient-centered assistance to dental patients and their families.

8. Work collaboratively with dentists, hygienists, dental assistants, Patient Access staff, the Insurance Specialist, Claims Specialist, and other members of the dental and medical team.

9. Maintain accurate, detailed, and timely documentation of activities and patient communications associated with assigned responsibilities.

10. Maintain strict patient confidentiality and comply with HIPAA requirements, applicable HRSA regulations, CHS policies and procedures, the Compliance Plan, Code of Conduct, and other organizational requirements.

11. Complete required training and participate in appropriate departmental and organizational meetings.

12. Travel between CHS dental locations when required by assigned responsibilities.

13. Perform other duties as assigned that are consistent with the general scope and responsibilities of the position.

PROFESSIONAL DEVELOPMENT & TREATMENT COORDINATION

14. As the employee develops knowledge and competency in dental terminology, procedures, insurance, and treatment planning, additional training may be provided in dental treatment coordination.

15. This may include progressively assisting patients with understanding recommended treatment, insurance benefits related to treatment, scheduling recommended care, and following up on incomplete treatment.

16. Treatment coordination is considered a developmental responsibility and will be assigned progressively based on training, demonstrated competency, and the needs of the Dental Department.

Education/licensure:

• High school diploma or GED required.
• Additional education or training in dental administration, dental assisting, healthcare administration, insurance, patient access, care coordination, or a related field is preferred but not required.

Skills/Experience:

1. Dental, medical, healthcare, patient access, insurance, care coordination, or related office experience preferred.

2. Dental office experience is preferred but not required.

3. Strong organizational skills and attention to detail.

4. Strong interpersonal and customer-service skills with the ability to communicate professionally and compassionately with patients and families.

5. Ability to accurately obtain, document, and maintain insurance and referral information.

6. Ability to manage multiple insurance verifications, referrals, applications, and follow-up responsibilities.

7. Ability and willingness to learn dental terminology, dental procedures, dental insurance, and practice-management systems.

8. Ability to use electronic patient records, insurance portals, dental practice-management software, spreadsheets, and other applicable computer systems.

9. Ability to assist patients with applications and documentation for available assistance programs.

10. Ability to recognize barriers to dental care and connect patients with appropriate available resources.

11. Ability to maintain accurate documentation while protecting patient privacy and confidentiality.

12. Ability to work independently, prioritize responsibilities, follow assigned tasks through completion, and work effectively as part of a team.

Environmental/Working Conditions:

1. Works in well-lighted/ventilated office area of the facility.

2. Is subject to frequent interruptions.

3. Is involved with personnel, patients, visitors, government agencies/personnel, etc., under all conditions/circumstances.

4. Is subject to hostile and emotionally upset personnel, patients, visitors, etc.

5. Is willing to work beyond normal working hours: weekends, holidays, and other shifts/positions as necessary.

6. Attends and participates in continuing educational programs designed to keep you abreast of changes in your profession.

7. Is subject to cuts, bruises, falls, burns from equipment, odors, etc., throughout the work day.

8. Occasional overtime maybe required and/or hours may be shortened as business needs dictate.

Physical Demands:

1.Must be able to handle occasional lifting and pulling.

2. Must be able to move intermittently throughout the work day.

3. Must be able to speak the English language in an understandable manner.

4. Must be able to cope with the mental and emotional stress of the position.

5. Must be able to function independently, have personal integrity, and the ability to work effectively with patients, personnel, and support agencies.

6. Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.

7. Possible exposure to blood borne pathogens.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needs evolve.

EOE

Pay: From $15.17 per hour

Expected hours: 40.0 per week

Benefits:

• 403(b)
• 403(b) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance
• Wellness program

Work Location: In person

Salary : $15