Patient Coordinator

TITLE: Patient Coordinator

FLSA STATUS: Non-Exempt

REPORT TO: Practice Manager or Vice President of Operations

Job Overview:

Support the practice in day-to-day administrative and general office duties to ensure quality patient dental care. The priority of this position is patient focused that includes gathering information from patients, checking patients in and out, presenting treatment plans and insurance verification/process.

Essential Functions

This individual will be expected to complete the following functions. This is not all-inclusive list as this position may be assigned other functions or tasks. This is meant to be a general description of the most essential functions only.

Facility Management and Maintenance

• Oversee and maintain facility to include but not limited to building maintenance, repairs, pest control, inspections and system controls, equipment maintenance and repairs
• Maintain facilities and equipment in accordance with hygiene and safety regulations including OSHA
• Meet contracted staff for maintenance purposes
• Check on equipment when needed

Employee Relations

• Review, approve and submit timecards for payroll bimonthly
• Be a leader in the practice by being accessible, responsive, diplomatic, while delegating duties to the team with practice efficiency in mind
• Partner with clinical providers to ensure comprehensive patient care through morning hurdles, team meetings, etc.
• Respond to patient, clinical, and operational concerns timely and effectively

Supplies

• Organize and oversee supply purchases, equipment upgrades and operations expense
• Collaborate with company procurement manager to maintain supplies at the required level while adhering to budget set by VPO.

Patient Relations

• Welcome each patient with a warm, friendly smile
• Always maintain a high level of customer service to patients, colleagues, and referring doctors
• Answer multi-line phone system; route calls or take appropriate actions to complete the call
• Schedule, reschedule, confirm patient appointments
• Work to fill openings in daily schedules
• Check office mail and email, communicating with patients and insurance companies
• Obtain accurate information for new patients to create patient account and schedule appointments; and update existing patient information as necessary
• Resolve patient issues or complaints, escalate to Practice Manager as needed
• Check in return lab cases, make notes in patient charts, and schedule appointments as needed
• Schedule new and returning patients for hygiene and restorative appointments,
• following proper protocols and understanding parameters within which the hygienists and dentist work
• Work with clinical staff to develop treatment plan(s) for patients, as needed
• Present treatment plan to patient and work to collect patient portion at time of service
• Resolve patient issues in accordance with the Dental Practice policies and procedures
• and healthcare regulations and dental board standards
• Update patient charts in Denticon
• Patient Insurance and Financials
• Obtain and verify patient insurance information to ensure that claims are submitted ni a timely manner and payment is received within a reasonable timeframe
• Load accurate insurance information to patient ledger
• Follow up with dental insurance companies regarding issues and bring to resolution
• Collect and post payments received from patients on day of service
• Provide patient with ledger documents to support treatment and fees
• Post payments received from insurance to patient accounts
• Bill patients as needed
• Reconcile patient account issues
• Respond to patient billing or financial inquiries
• Contact patients with delinquent accounts to reconcile
• Organize referrals to other medical specialists as needed
• Post Insurance payments

Compliance

• Ensure that the work environment is HIPAA compliant
• Provide HIPAA documents for each patient to complete for their chart
• Track, update, and protect patient records according to established HIPAA guidelines Ensure records are stored securely and in compliance with privacy and security regulations
• Work with designated staff members to see that office manuals and information are maintained and in compliance
• Consult with HR Support and Payroll Services as needed to ensure compliant HR practices
• Other duties as assigned; not limited to:
• May act on behalf of the Practice Manager/VPO in their absence
• Maintain a neat, clean, presentable, professional office appearance
• May maintain petty cash and daily deposit and manage accounts receivable
• May maintain HIPAA/OSHA records for the office
• Perform various office duties as assigned by the Practice Manager/VPO

Requirements (Education, Certifications, Knowledge, Skills, and Abilities):

• High School Diploma or equivalent required
• 3 Years of experience in an office setting or 2 year of experience and bachelor's degree
• Effective communication in the English language, including verbal and written communication
• Ability to work harmoniously with diverse groups of individuals
• Proficiency in keyboarding skills and navigating computer programs
• Excellent organizational skills and attention to detail
• Strong customer service orientation
• Ability to work in a high volume, fast paced environment

Preferred Qualifications

• Previous experience with dental software (Denticon) Previous experience in a dental/medical office

Physical Requirements and Working Environment

• Sedentary work that primarily involves sitting/standing, & Light work that includes moving objects up to 20 pounds.
• Medium work that includes moving objects up to 50 pounds.
• Heavy work that includes lifting and/or moving objects up to 10 pounds.