Specialty Coordinator

The Specialty Coordinator performs a variety of general front office tasks and duties including, but not limited to conducting patient consultations during exam and consult appointments; calculating fees for treatment; coordinating patient financial arrangements, and educating patients about the health risks of not receiving proper treatment.  The Specialty Coordinator also assists in answering the telephone; preparing, filing, and maintaining all hardcopy and computerized patient charts; patient greeting and intake; collecting payments; and scheduling patient appointments.  The Specialty Coordinator also has the responsibility to maximize the appointment schedule production for all Specialty Doctors.  

Responsibilities 

• Conduct patient consultations for Oral Surgery, Periodontist, Endodontist and Pedodontist
• Ensure each specialty day is productively booked at least one week in advance
• Assist patients with financing options, insurance questions, and treatment concerns; calculate fees for treatment
• Educate patients concerning treatment, procedure, insurance benefits, etc.
• Enter treatment diagnosis and production of specialty into the WCD system on a daily basis
• Print and submit specialty authorization requests on a daily basis
• Review specialty insurance claims and treatment authorization requests for proper submission on a daily basis
• Respond to all requests for more information regarding specialty claims
• Maintain accurate specialty billing data and records
• Prepare and run aging reports on all claims over 30 days; trace outstanding claims
• Meet or exceed daily schedule production goals for specialty
• Maintain timely patient contact in the reception area and minimize the wait time for treatment
• Handle Appointment confirmations, recalls and no-show follow up and re-scheduling for specialty
• File and maintain hardcopy and computerized patient charts/records
• Attend and participate in staff meetings and team huddles
• Other duties as assigned by the Office Manager, Regional Manager, and/or Dentists

Other Duties and Requirements

• Handle recall and no-show follow-up
• Assist Office Manager, as needed, with general clerical duties
• Attend and participate in staff meetings and team huddles
• Other duties as assigned by the office manager, regional manager, and/or dentists
• Ability to travel to multiple locations within the region to produce productive work schedule.

Knowledge, Skills, and Abilities 

• High School Diploma or equivalent (GED) required
• Bilingual: English & Spanish required (if the geographic location of the office does not require the applicant to be bilingual, applicants who only speak English may be considered)
• Basic knowledge with PC’s and Microsoft Office
• Previous dental software (preferred); Eagle Soft, Dentrix, or similar.
• Experience with specialty dental and case presentation experience required 
• Knowledge of specialty dental treatment plans and advanced knowledge of Dental terminology

• Prior experience working with insurance, Denti-Cal, and HMOs preferred.

• Strong written and verbal communication skills  
• Ability to work with numbers and calculate fees
• Ability to present cases clearly and thoroughly to patients
• Ability to work with people of all ages (i.e. Children)
• Strong interpersonal and relationship skills
• Ability to work in a fast paced environment and able to multitask 
• Ability to maintain outgoing, friendly attitude with patients and coworkers
• Ability to be organized and have excellent time management          
• Ability to work with minimal supervision
• Ability to relate, communicate with, and work with people from different backgrounds and cultures
• Knowledge of filing procedures and systems
• Ability to utilize varying reports 

Work Schedule

The Specialty Coordinator will be notified of the work schedule on a weekly, bi-weekly, or monthly basis.  The Specialty Coordinator’s schedule is subject to change (daily/weekly hours may increase or decrease) according to the needs of the practice.  Evening and weekend hours may be required.  This position is paid on an hourly basis.    

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to stand, sit, and walk; talk, hear, and smell; and use hands, fingers, and wrists (manual dexterity and hand-eye coordination) to handle or feel the mouth/teeth and gums of patients, as well as objects, tools, or controls associated with the dental field.   The employee is frequently/occasionally required to reach; lift and/or move up to 25 pounds; and balance, stoop, bend, squat, kneel, crawl, climb, twist, pull, and crouch.  The essential functions of this position will result in the following: hazardous exposure (chemical and infections)—constantly; non ionizing radiation (welding flash, microwaves, sun, etc.)—frequently; radiation (x-ray, radioactive, isotopes, etc.)—constantly; noise (loud/repetitive, 85 decibels per OSHA standard)—constantly; and personal protective equipment (PPE: respiratory masks, latex gloves, face shields, etc.)—constantly.

IND3