What are the responsibilities and job description for the Dental Patient Service Representative position at Heartland Community Health Center?
Job title
Patient Service Representative – Dental
Reports to
Director of Dental Services and Healthy Futures
Status
Non-Exempt (Hourly $19 - $25)
Job purpose
The Dental Patient Service Representative (PSR) provides high-quality customer service to dental patients by managing scheduling, coordinating communication, and supporting patient navigation to Dental Care Coordinators. The PSR maintains a strong knowledge of dental appointment types, clinical workflows, and insurance basics to ensure accurate scheduling and a positive patient experience.
At Heartland, we are a people-centered environment dedicated to providing exceptional care and service to our patients. This role requires the ability to manage stress and maintain composure in a fast-paced, sometimes high-pressure setting. This role will require the ability to handle difficult situations and calm distressed patients to ensure a safe and supportive atmosphere. A foundational understanding of medical or dental terms to effectively communicate with patients and healthcare professionals is highly preferred.
Duties and responsibilities
- Patient Interaction amp; Experience:
- Answer incoming calls promptly and professionally.
- Address and resolve patient complaints or concerns promptly and professionally.
- Provide information about the health center’s services, policies, and procedures.
- Facilitate communication between patients and clinical staff to ensure a smooth experience.
- Ensure that services are accessible to all patients.
- Use de-escalation techniques to manage and resolve conflicts calmly and professionally.
- May respond to crisis phone calls and will need to connect callers to crisis services.
- Handle patient inquiries and tasks promptly and efficiently to minimize wait times.
- Ensure that information provided to patients is accurate and complete.
- Appointment Scheduling:
- Schedule and confirm patient appointments, ensuring optimal utilization of the provider’s template.
- Coordinate with clinical staff to accommodate urgent appointments, triage and walk-ins.
- Coordinate with clinical staff to ensure appointment availability and manage scheduling conflicts.
- Provide patients with pre-appointment instructions and information; this may include Patient Portal resources.
- Patient Records Management:
- Verify and update patient information in the EHR system accurately.
- Ensure all patient interactions are documented properly and confidentiality is maintained.
- Insurance and Billing:
- Verify patient insurance information and assist with pre-authorization when necessary.
- Inform patients about sliding fee scales, co-pays, deductibles, and other payment responsibilities.
- Assist patients with basic billing questions and connect with billing department to resolve any discrepancies.
- Communication:
- Use effective communication skills to understand and respond to patients’ needs.
- Transfer calls to appropriate departments or personnel when necessary.
- Follow up with patients as needed to ensure their needs are met.
- Confidentiality amp; Patient Privacy:
- Adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations. By protecting patients’ rights by maintaining confidentiality of personal and financial information.
- Limit access to patient information to authorized personnel only.
- Shred or securely dispose of documents containing patient information when they are no longer needed.
- Conduct conversations involving patient information in private areas where they cannot be overheard by unauthorized individuals.
- Verify the identity of callers before discussing patient information over the phone.
- Verify patient identity before sharing information or discussing their appointment information.
- Use secure channels for electronic communication of patient information (e.g., encrypted emails, secure messaging systems).
- When scheduling appointments, avoid sharing unnecessary details that could reveal sensitive information to bystanders.
- Handle patient complaints and issues with empathy and professionalism.
- Escalate complex issues to the supervisor or appropriate department for resolution.
Qualifications
- High school diploma or equivalent required; additional education or certification in healthcare administration or a related field preferred.
- Prior experience in a dental clinic or dental insurance setting.
- Previous experience in a healthcare setting or patient service role preferred.
- Previous experience in a call center, customer service, or healthcare setting preferred.
- Completion of Mental Health First Aid Certificate within 90 days of hire.
- Excellent interpersonal and communication skills.
- Excellent verbal communication and listening skills.
- Proficiency in using EHR systems and basic computer applications (e.g., MS Office, MS Teams).
- Strong organizational skills and attention to detail.
- Ability to handle sensitive and confidential information.
- Problem-solving skills and the ability to work under pressure.
Working conditions
- Fast-paced call center environment.
- Extensive use of computers and telephones.
- Regular interaction with patients, medical staff, and insurance companies.
- This role may be exposed to infections and contagious diseases.
- This role is subject to interruptions.
- This role completes tasks that are performed in close physical proximity to other people.
- This role requires working indoors in environmentally controlled conditions.
- This role requires de-escalation skills.
Physical requirements
- Sufficient visual acuity to be able to read and write and operate equipment common to this position.
- Ability to sit for extended periods.
- Manual dexterity to operate office equipment.
- Moves equipment weighing up to 25 pounds.
- Moves throughout the building to meet with employees, patients, or visitors.
- Must be able to remain in a stationary position during shift.
- Ability to read, write, and speak English.
- Frequent communication with patients about their experience at the health center. Must be able to exchange accurate information in these situations.
- Operate a computer and other office equipment, such as tablets, scanners, printers, and phones.
- Adhere to process protocol or procedures.
Details
- Hours M – F from 7:30 am – 7 pm as needed (average of 40 hours per week)
- Hours are approximate and may be altered by supervisor(s) as needed
- Location: Heartland Community Health Center – 1312 W 6th Street
Salary : $19 - $25