Expanded Services Schedule Coordinator (Bilingual)

Expanded Services Schedule Coordinator - Bilingual 

The Expanded Services Schedule Coordinator is a fulltime position and reports directly to the corresponding Expanded Services Support Manager or assigned District Manager in partnership and coordination with the XS Team program coordinators.

PURPOSE 

The Expanded Services Schedule Coordinator (XSC) is responsible for all patient scheduling and managing the schedules of our Expanded Services doctors. The XSC is also responsible for submitting insurance Pre-Authorizations and verifying insurance eligibility in addition to confirming XS appointments and collecting payments for treatment.

ESSENTIAL JOB FUNCTIONS

• Scheduling of XS patients based on specific provider/program/area requirements
• Meeting office daily / monthly targets set by operational leadership by SMART scheduling
• Submission of all required Pre Authorizations (based on payer guidelines/XS program)
• Ensure all XS Pre Authorizations are completed prior to the patients date of service
• Ensure our XS patients are receiving the dental care they need by making outbound calls to confirm patients, to reschedule patients that do not make their appointment and to call patients that have treatment that needs to be completed (Quick Call List)
• Confirmation of appointments for assigned XS schedule(s), 7 days out, 3 days out, 1 day out. May vary by program/region and may include the confirmation of consults and follow up appointments.
• Verification of patient insurance eligibility (MDH in areas where it applies)
• Maintain and update patient’s information in DentaPro and on patient’s file
• Ensure service limits are recorded and communicated to the clinical team supporting the XS provider prior to treating the patient for all XS appointments
• Ensure patient and/or guardian are aware of their Estimated Financial Responsibility prior to their appointment day
• Collection of patient payment prior to services being rendered. In the case of Medicaid patients, responsible for securing a signed and dated Medicaid Patient Financial form when services are not covered or are outside the patient’s yearly maximum.
• Ensure all XS patient files are ready this may include, but not limited to pulling patient chart, update patient record, verify insurance and service limits, before the patient’s appointment
• Focus on greeting XS parents and patients when they enter or leave the office personalizing their experience as much as possible
• Deliver quality and compassionate care to every patient
• High interactions with all doctors in the offices to build and maintain effective XS schedules
• Interaction with assigned XS doctor regarding schedules, Pre Authorizations, case selection and confirmations
• Quick Call List – review on a regular basis to ensure is up to date and reflects accurate patient information
• GA only – Ensure that parents who are waiting for an XSGA appointment are kept informed of the progress/status of their appointment situation

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Audit all XS charts to ensure proper documentation uploaded into the patients electronic chart within 48hr post treatment
• Responsible for ensuring all patients H&P’s received prior to date of treatment (GA only)
• Acts as a liaison between the hospital and the patient in regard to scheduling (GA only)

REQUIRED QUALIFICATIONS

Education, Training and/or Experience

• Graduation from a senior high school or GED equivalent

 Knowledge, Skills, Abilities and Personal Characteristics

• Bilingual strongly preferred
• High focus on customer service and satisfaction
• Must love working with children
• Compassion and high level of service for our patients, parents and staff
• Integrity, always doing the right thing
• Dependable, reliable to be at work when scheduled
• Attention to detail
• Able to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines
• Professional manner and appearance at all times
• Computer skills: Microsoft office and Internet Explorer
• Telephone skills: Proper telephone etiquette and information gathering skills

PREFERRED QUALIFICATIONS

• One year office experience in a dentist’s or physician’s office

• Experience with children’s dentistry

PHYSICAL DEMANDS 

Nature of work requires an ability to effectively communicate and exchange information with patients, their parents and staff.  Ability to operate a computer, keyboard and standard office equipment.  Ability to lift/carry up to 30 lbs, and be able to twist, turn, bend and stoop.

WORKING CONDITIONS

Majority of work performed in a clinical environment.  Availability for extended hours during peak periods.  Hours may change to meet the business needs. Job may require travel to neighboring offices.