Scheduling Coordinator/Receptionist/Insurance

An exceptional person is needed to join our team. If you feel bored and unappreciated with your current job and you think you have what it takes to be a valuable team player, we'd love to meet you. Our dental office is looking for someone who is:

1. Willing to go above and beyond to provide a fantastic patient experience

2. Willing to learn, be open to change and adapt daily

3. Willing to work in a fast paced environment

4. Willing to work in a close knit office that has each others' backs

If this sounds like you we'd love to have you apply!

Job description

Job Title: Receptionist/ Insurance Coordinator/ Treatment Coordinator

Reports to: Dentist

_______________________________________________________________

Pay
Pay is based on experience but will start at $15 an hour.

Position Summary
To assure that all the business aspects of the practice are functioning in an orderly and efficient manner. To manage the team, to enforce office policy, to train new team members regarding office policy. To ensure a smooth and efficient patient flow. At all times, act as an advocate for the practice owner.

Additionally, this team member will provide patients with an estimate of the costs of recommended treatment, collect the fees or estimated patient portions and make financial arrangements as necessary. To bill insurance after each visit to ensure maximum benefit for the patient. Assure that all money due to the practice is collected in a timely manner and outstanding accounts are appropriately monitored by the team.

Desired Characteristics

• Exceptional customer service skills
• Excellent oral and written communication skills due to frequent patient, vendor and interoffice personnel interaction
• Relate to a wide variety of people
• Work well with others
• Know dental software (already knowing Open Dental is a bonus)
• Know how to file insurance claims
• Reliable/Dependable
• Good hand/eye coordination
• Manual dexterity and precision for typing
• Good mathematical aptitude in order to prepare and interpret financial and productivity reports for the practice.
• Good judgment and decision making abilities
• Computer and software skills
• Confident
• Ability to receive constructive criticism
• Willingness to advance skills through continuing education opportunities

Requirements: None- CPR certification useful

Essential Functions

• Greet and prepare patients for treatment in a delightful, enthusiastic and professional way
• Record case histories and proper documentation related to treatment performed and recommendations made
• Update patient charts as needed
• Verify patient insurance benefits before the appointment
• Assist patient with any follow-up regarding treatment or payment
• Handle patient concerns in a friendly, professional way
• Review schedules for accuracy and productivity
• Confirm patient appointments when time allows
• Maintain files, observing absolute confidentiality
• Call in/ Print/ Document any patient prescriptions
• Adhere to OSHA guidelines
• Adhere to CDC guidelines
• Equipment maintenance
• Inventory and order office supplies
• Maintain neat and clean office area
• Respect coworkers
• Adhere to HIPAA privacy policy
• Follow all Standard Operating Procedures
• Be an advocate for Humlicek Family Dental
• Be at work on time as scheduled, team meeting at 7:45am and 6:45am depending on the day
• Call overdue or future recall patients to fill schedule
• Help with payment, check in/out and insurance benefits
• Answer all possible phone calls during regular business hours
• Other related duties as assigned

Check In
Update and review patient’s personal information yearly including address, phone number and email. Have patients sign HIPAA, Privacy Policy and any other specific consent form. Collect insurance information. Be the most welcoming face of the practice and answer any patient concerns or questions. Offer beverages, magazines and restroom locations to all new patients. Ask how new patients found our practice and document in the system.

Check Out
Accurately post patient's charges and payments daily. (Stamp checks, generate receipts for cash). Collect the patient's estimated portion of treatment. Make up a treatment plan estimate for the patient with accurate insurance estimation of benefits. Set up contracts when appropriate, giving the patient a contract card when applicable, otherwise noting the agreed upon arrangement on the Treatment Estimate Form. Get a firm commitment date for payments from patients and take down credit cards to be charged monthly. These arrangements are to be precisely written/entered with dates payments are due and the amounts. A copy signed by you and the patient is to be sent home with the patient and the original should be kept in the patient's chart.

Insurance Claim Preparation and Submission
Collect insurance forms, data, and signatures from patients. Keep insurance carrier information updated in the computer files so that you can accurately estimate the patient's portion before the patient is in the chair. Be responsible for knowledge of patients' insurance benefits. File insurance daily with appropriate X-rays after each visit. Send picture of treatment area or diagnostic models with narrative when necessary. Submit pre-authorization when required by insurance companies.

Collections: Patient Balances
Generate and send statements daily. Check the file daily to confirm patients have honored their agreements on Financial Arrangements. Contact patients who have failed to meet their commitments by phone or letter.

Review the schedule two days prior to the patients' visits to flag any problem accounts. Call patients with outstanding balances to request they bring a payment to the front desk prior to being seated. Monitor all accounts monthly on the aged receivable report. Delinquent accounts are accounts where payment has not been received within 30 days. These patients are to be called asking when the office can expect to receive payment. If the patient can't be reached by phone, a collection letter is sent. Each contact should be documented in the file by date with the patient's response. Use their file to track your next date of contact with each patient. At 90-days past due discuss the account with the doctor to determine the next plan of action. Accounts may need to be turned over to a collection service if no payments are being made. Adjust the account as a bad debt for patients' balances on a 90-day and older delinquency (Upon approval of the doctor) . Label Bad Debt accounts on the computer. If a payment is received on an account that was previously adjusted off, enter the payment and offset the equal debit adjustment charge to the patient's account.

Scheduling
Make appointments and confirm unconfirmed appointments two business days before the appointment. Ensure that any emergency patient is offered the immediate attention that he or she is requesting within reason. Call patients that are "no shows" at the time of their scheduled appointment time to see if they are on their way. If not, then reschedule and enter NO SHOW along with the date in their chart. Warn the patient of our no-show fee and charge them with their second offense when appropriate. Monitor weekly schedule to try to fill nearest open spot first.

Extras

Responsible for delivery of the owner's vision for the practice to the patients.

Must always represent practice in a professional, pleasant and cooperative manner. Responsible for translation of owner's vision, culture and goals for the practice to all team members. Hold the team accountable for delivering the owner's vision and culture to the patients. Hold the team accountable for reaching practice goals. Acts as liaison between the team and doctor(s) for routine matters, handling team questions, concerns, and problems and keeping all informed of any changes affecting operations. Coordinate staffing, scheduling and vacation schedules. Supervise all personnel and allocate resources to assure on-time patient flow.

Monitor the facility to ensure it remains safe, secure and well-maintained. Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance, Coordinate facility repairs and cleaning by outside sources. Coordinate computer maintenance and upgrades.

End of day procedures
Ensure that the deposit record matches the payments received. Balance the day sheet. Make daily bank deposits of cash and checks received. Generate and deliver end of day reports to owner.

Marketing

Assist with practice marketing (school and community outreach presentations, etc.). Encourage patient referrals. Explain monthly promotions to patients. Ask for comments and 5 star reviews on Google and Facebook. Pass out business cards. Promote Practice while out of office. Participate in office supported charity events. Order flowers, etc., for patients at the doctor's request. Coordinate public relations correspondence: send "thank-you for referral” letters/cards. Keep new patient tracking updated.

Office communications

Answer the phone with a smile. See that the phone is answered by the third ring whenever possible. Receive and distribute mail. Notate any correspondence or telephone conversations with patients in the chart. Send referrals and communicate with other businesses on owners behalf, keeping details as confidential as required.

General office duties

Keep your portion of the business office clean and orderly. Keep your work area well stocked with supplies. Attend and contribute to daily morning meetings and team meetings. Carry out other front office duties as directed by the doctor. Assist in keeping the front desk covered at all times.

Disclaimer

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer. Must be flexible and understand job duties may change from time to time.

Job Type: Full-time

Pay: $15.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Opportunities for advancement
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $15 - $23