INTERNAL POSITION - HRCHC Dental/Ryan White Patient Care Coordinator

Position Overview

The Hampton Roads Community Health Center is seeking a Dental/Ryan White Patient Coordinator who will be responsible for facilitating patient eligibility and ensuring access to dental care services for both primary care and dental patients. This role supports the coordination and management of dental services for patients enrolled in the Ryan White (RW) program, while also assisting non Ryan White dental patients. Approximately 60% of the role focuses on Ryan White patients, including verifying eligibility, coordinating care, and ensuring compliance with program requirements. The remaining 40% supports non Ryan White dental patients by assisting with scheduling, intake processes, and access to dental services. This position serves as a key liaison between patients, dental providers, and support services to promote continuity of care, improve patient outcomes, and enhance the overall patient experience.

Key responsibilities include:

• Verifies and documents patient eligibility for Ryan White (RW) services using the Electronic Health Record (EHR) system and CareWare software.
• Acts as a patient advocate by maintaining open communication with patients and caregivers while ensuring adherence to system efficiencies, protocols, and program requirements.
• Assists patients in collecting and submitting required documentation for the Ryan White six-month eligibility review process.
• Tracks and manages patient treatment plans, supporting timely completion of recommended dental care.
• Maintains accurate Ryan White eligibility and reporting data, ensuring compliance with program standards and audit requirements.
• Conducts pre-appointment assessments for scheduled Ryan White patients and performs follow-ups and reassessments to monitor patient status.
• Reviews and explains treatment plans to patients and monitors progress and outcomes.
• Generates daily activity reports and provides updates related to patient coordination and program functions.
• Coordinates referrals for Ryan White patients, including identifying potential Medicaid eligibility and connecting patients with appropriate community resources and agencies.
• Performs administrative duties including word processing, spreadsheet creation, data entry, and data retrieval.
• Orders, monitors, and distributes program supplies and resources, ensuring compliance with established procedures and policies.
• Educates and counsels patients on their rights and responsibilities while maintaining strict confidentiality standards.
• Collects and organizes billing and financial data related to Ryan White services, including preparing Excel-based invoices with supporting documentation (e.g., payroll components, depreciation, dental payer mix).
• Prepares monthly and quarterly audit reports and responds to billing-related inquiries.

General Dental Support (Non–Ryan White):

• Coordinates medical clearances for all dental providers and schedules patients upon receipt of clearance.
• Manage dental referrals, including assignment, transmission of referrals, and distribution of X-rays.
• Handles all correspondence related to clearances and referrals through the Dental Fax mailbox.
• Confirms appointments and conducts pre-visit coordination for assigned Dental providers on Tuesdays and Thursdays.
• Complete calling and rescheduling no show appointments for assigned Dental providers.
• Scans and uploads consent forms into the appropriate system.

Required Qualifications:

• Associate degree in healthcare or a related field.
• Minimum of two (2) years of experience in a relevant role, such as caseworker, case manager, intake specialist, dental auxiliary, project management, or similar positions supporting long-term care populations.
• Experience working with Medicaid populations preferred.
• Equivalent combination of education and relevant work experience will be considered.

Successful candidates will possess:

• Knowledge of office systems, practices, procedures, and general administrative operations.
• Knowledge of the Health Insurance Portability and Accountability Act (HIPAA) to ensure the privacy and security of patient information.
• Strong understanding of principles and processes for delivering high-quality customer service and meeting established service standards.
• Knowledge of general office equipment and personal computers, including word processing, spreadsheet, and related software; comprehensive understanding of office systems and procedures.
• Ability to effectively utilize computer applications to complete financial and administrative tasks with speed and accuracy.
• Ability to plan, prioritize, and organize daily work activities; estimate timelines and execute tasks in alignment with priorities and deadlines.
• Ability to develop and maintain cooperative and professional relationships with staff, management, and representatives from other departments and organizations.
• Strong verbal and written communication skills, including the ability to prepare detailed reports, logs, and documentation involving numerical data.
• Ability to assess situations, determine appropriate research methods, prioritize tasks, and resolve complex issues while considering the costs and benefits of potential actions.

• Employer paid Basic Life Insurance, Accidental Death and Dismember, Long Term Disability.
• Comprehensive medical, dental, and vision coverage.
• Health Savings Account (HSA) - high deductible medical plan.
• Paid Time Off (PTO) and holidays.
• Hospital Indemnity Insurance.
• Accident Insurance.
• Cancer Insurance
• Critical Illness Insurance
• Legal Care Plan
• After one (1) year of employment, you are eligible to participate in the company 401(k) plan with a 3% match.