Front Office Coordinator

Front Office Dental Coordinator

Position Summary

THIS IS A FULL TIME POSITION: MONDAY-FRIDAY

HOURS OF OPERATION: MON-THURS 9AM-6PM--- FRIDAY: 8AM-2PM & ONE SATURDAY OF THE MONTH.

The Front Office Dental Coordinator is responsible for providing exceptional patient service while managing the day-to-day administrative and front-office operations of the dental practice. This position requires strong knowledge of dental insurance, including PPO, HMO/DHMO, and Medi-Cal, as well as the ability to accurately verify eligibility, explain benefits, coordinate treatment, and assist patients with their financial and scheduling needs.

The ideal candidate is highly organized, detail-oriented, professional, and knowledgeable about dental insurance processes and terminology. They should be comfortable communicating with patients, insurance companies, dental providers, and staff while ensuring a smooth and positive patient experience from check-in through check-out. The idela candidate should also be reliable and committed to the position.

Key Responsibilities

Insurance Verification & Eligibility

• Verify patient insurance eligibility and benefits two days prior to appointments.
• Accurately review and understand PPO, HMO/DHMO, and Medi-Cal dental insurance plans.
• Confirm coverage, deductibles, annual maximums, frequencies, waiting periods, limitations, exclusions, co-pays, and patient responsibilities.
• Understand and verify Medi-Cal dental benefits, covered services, authorization requirements, and applicable limitations.
• Contact insurance companies as needed to clarify benefits, eligibility, claims, and coverage.
• Accurately document insurance information and benefit details in the practice management system.
• Identify potential insurance issues before treatment to minimize billing problems and unexpected patient balances.

Patient Check-In & Check-Out

• Experience with Open Dental Software preferred but not required.
• Greet patients warmly and professionally upon arrival.
• Complete patient registration, demographic updates, insurance updates, and required forms.
• Verify identification and insurance information.
• Collect co-pays, deductibles, estimated patient portions, and outstanding balances.
• Schedule follow-up appointments and future treatment.
• Provide patients with receipts, treatment information, and necessary paperwork at checkout.
• Maintain an organized and welcoming front-office environment.

Phones & Patient Communication

• Answer multiple phone lines professionally and courteously.
• Schedule, confirm, reschedule, and cancel appointments.
• Respond to patient questions regarding appointments, insurance, treatment, and account balances.
• Communicate clearly and professionally with patients regarding financial responsibilities and insurance benefits.
• Route clinical questions appropriately to the dental provider or clinical team.
• Follow up with patients regarding unscheduled treatment and outstanding appointments.

Treatment Coordination

• Coordinate treatment plans between the dentist, clinical team, patients, and insurance companies.
• Review treatment plans and provide patients with clear explanations of recommended procedures and estimated insurance coverage.
• Present treatment costs and estimated patient portions in a professional and understandable manner.
• Assist patients with scheduling treatment and answering non-clinical questions regarding their treatment plan.
• Understand insurance coding, common dental procedures, and how treatment is typically processed through dental insurance.
• Follow up on diagnosed but unscheduled treatment.
• Work closely with the clinical team to ensure patients understand their treatment recommendations and financial options.

Administrative & Team Responsibilities

• Maintain accurate patient records and insurance information.
• Assist with pre-authorizations, predeterminations, and insurance-related follow-up as needed.
• Communicate effectively with dental insurance representatives.
• Maintain confidentiality and comply with HIPAA and office policies.
• Work collaboratively with doctors, hygienists, dental assistants, and other front-office team members.
• Help maintain efficient patient flow and minimize scheduling gaps.
• Perform other front-office duties as assigned.

Qualifications & Expectations

• Previous experience in a dental front office, dental insurance, treatment coordination preferred.
• Strong working knowledge of PPO, HMO/DHMO, and Medi-Cal dental insurance is required.
• Must be comfortable independently verifying insurance eligibility and benefits.
• Must understand dental insurance terminology, limitations, exclusions, frequencies, deductibles, annual maximums, and patient financial responsibility.
• Knowledge of Medi-Cal dental benefits and requirements is strongly preferred and expected for this position.
• Excellent communication and customer-service skills.
• Strong attention to detail and accuracy.
• Ability to multitask in a busy dental office.
• Professional, friendly, and confident when communicating with patients.
• Ability to discuss treatment costs and insurance benefits clearly and comfortably.
• Experience with dental practice management software is preferred.
• Ability to work effectively as part of a team while also managing responsibilities independently.