BUSINESS MANAGER :
This position has ownership of daily deposit and white board, monthly and yearly Success Trackers, NP Report, accurately posting insurance and patient payments, timely filing of insurance claims, maintaining comprehensive in-network fee schedules and coverage books, pre-authorizations, processing of patient account statements and attorney collections, PrevCare Plan patient enrollment / renewals and data entry into payment system, treatment presentation for plans over $3,000, payroll, HR / personnel, organization of accounts payables, social media and external marketing, daily operations and building maintenance.
Accounting / Reports :
- Deposit / End of Day.
- Target Board maintenance daily.
- End of Month.
- End of Year.
- Patient Refunds.
- Fee increases and maintenance of service code fee schedule and insurance fee schedule.
- Enter necessary numbers on the Success Tracker report, for the monthly meeting.
Insurance
Post insurance payments, including EFT’s.File all dental and medical insurance claims electronic and paper (including x-rays & electronic attachments). Schedule Coor to assist with sending claims at walk out.Update each out of network coverage book as checks are posted and pre-authorizations are received.Follow –up on claims that are 30 days.Responsible for detailed patient / insurance correspondence notes on ledger to assist in collection of balances due.Accounts Receivables
Age accounts at the 1and the 15
of each month.
Send statements electronically at time of posting and / or the 1and the 15
Send accounts to Atty.New Patients :
NP Report Daily : Run first visit report and service history report using the 150.1 code to track the number of NP’s on the monthly monitor.Keep NP ledger current by month per doctor to include referral source.Record number of new patients on the Practice KPI and target board daily.When answering the phone. Use SI 5system. Schedule new patients collect all needed information; referral, phone number and email. Send NP packet through Revenue Well.PrevCare Plan :
Have knowledge of all aspects of the PrevCare plan. PrevCare plan instructions and documents can be found on the One Drive.Enter new accounts into the payment system.Post payments to patients accounts on the 1and 15
of each month.
Responsible for yearly renewals of the plan.Patient Care / Treatment Coordination :
Present treatment plans for treatment that is over $3,000 after insurance. Including : checking insurance estimate before printing, discuss payment options and secure financial arrangements. Make a note about discussion in the patient notes.Have patients sign necessary consent forms.Enter all treatment not accepted in Dental Intel Follow Up.Use Dental Intel list to follow up on unscheduled treatment by calling or sending letters to patients.Process Care Credit.Inactivate patients using the proper protocol and the 00015 code. Instructions on One Drive.HR / Personnel :
Supervision of business, clinical and hygiene teams to include making sure all accountabilities on employee job descriptions are being done and goals are being met.Responsible for the organization of training for a new hire.End of introductory period and bi-annual team reviews.Give key and alarm code to new hires after introductory period and to associate dentist upon being hired.Team coaching and disciplinary action documentation.Keep agenda for and facilitate monthly Team Meeting and morning huddle.Employee benefits / New Hires : Give employee the packet of new hire documents. Get a copy of voided check, DL and SS card. Give benefits sheets with pertinent dates to employee. Keep a copy of this sheet on file. Give hand book and retain a signed handbook signature sheet on file. Put blocks on the schedule for the first year of benefits / review dates for each new hire. Set employees up for Medical insurance and retirement plans at the date indicated on the benefits sheet.Prepare employee binder to include : Cover sheet, team meeting agenda format, morning huddle format and culture sheet. All forms are on the one drive.Prepare bonus transmittal monthly by the 7of the new month.
Approve timecards bi-weeklyTurn in Doctor Pay Report by the 3of each month.
Keep vacation sheets on employees accurate, bi-monthly. Order new sheets and binder from “HR Direct” every October.Responsible for Birthday tracking and gift giving for staff and doctors.On-site Security Administrator. In charge of setting up new employee’s computer access and maintenance of existing employee access. Enter account number under “identification” tab when entering a new provider of services (doctors and hygienists).Staff education, OSHA / HIPPA compliance annually and seminars as needed.CPR class every two years.Accounts Payable :
Responsible for coding all PCard charges in Regions and uploading receipts.Send all payable invoices through Kwik Tag.Assist Accounting Dept with location of invoices / payments when necessary.Social Media and External Marketing :
Responsible for social media posting a minimum of 4 x per week to Facebook, and Instagram. Take pictures of office happening and patients. Respond to reviews, direct messages and post messages / comments.Revenue well social media posting as well as email and text campaigns.Keep updated marketing binder (required by the state board in MS).Patient giveaway’s (i.e. quarterly Share a Smile give away).Oversee and direct internal marketing being done by Front Desk Coor. Including in-office promotions, patient drawings and the ordering of marketing / promotional items.Have quarterly meetings with Life Dental marketing department and other location managers.Operations :
On call after hours and during the weekend for patient emergencies.In charge of trouble shooting any phone system or computer issues.Maintenance and clean-up of all Eaglesoft systems.Computer hard drive back up / daily.Lock safe.Building Maintenance :
Schedule and oversee repairs and maintenance people.Inform Shawna Reynolds of needed updates i.e. touch up paint, new carpets / furniture.Back Up Schedule Coordinator and Front Desk Coor :
Answering phones.Scheduling appointments.Verifying insurance.Checking patients out and collecting funds due.Confirmation of patients that did not confirm through our system 1 week – 2 days in advance.Calling in prescriptions.Recare & Reactivation cards when needed.Printing of Health History, take home sheets and consent forms.
