Orthodontic Treatment Coordinator

Position Title: Orthodontic Treatment Coordinator

Employee Status: Non-Exempt

Reports To: Lead Patient Care Coordinator

Job Summary:

The Orthodontic Treatment Coordinator warmly welcomes prospective orthodontic patients to smiLee and educates them on our culture and the orthodontic experience. They obtain high quality orthodontic records, including panoramic and cephalometric radiographs, extra-oral and intra-oral photographs, intra-oral scan, and impressions as needed. The Orthodontic Treatment Coordinator presents the orthodontic treatment plan to the family and assists patients with insurance benefits and communicates with insurance companies regarding claims. The Orthodontic Treatment Coordinator insures quality orthodontics is financially available to patients, communicates with patients regarding their treatment plan, determines the best option for financing the recommended treatment, and arranges appropriate financial plans with patients.

Essential Duties:

• Ability to effectively communicate over the phone and in person.
• Be personable and compassionate regarding orthodontic malocclusions and financial situations.
• Obtain high quality orthodontic records, including panoramic and cephalometric radiographs, extra-oral and intra-oral photographs, intra-oral scan, and impressions as needed.
• Enter patient demographic and diagnostic information into clear aligner website
• Presents the treatment plan, using models, diagrams, movies as necessary, and provides patient with related literature.
• Documents basic insurance information on the patient’s chart for quick reference.
• Determines insurance eligibility, limitations and payment estimates necessary to facilitate financial arrangements.
• Studies the insurance plans that are used most frequently with patients to understand the various nuances of each plan in order to communicate more effectively.
• Educates patients, as necessary, regarding insurance, their responsibility and basic terminology.
• Researches patient insurance benefits on diagnosed treatment.
• Provides insurance predetermination documentation to patients if required, contacts the patient to make financial arrangements, and schedules treatment.
• Processes and submits insurance claims daily.
• Prepares patient financial action plans, contracts, and monthly auto-payments per the Financial Policy at smiLee.
• Coordinates patient financial arrangements according to the financial policy at smiLee.
• Monitors and follows-up on outstanding claims.
• Sends information as requested by insurance companies such as x-rays, charting, narratives and other documentation for processing the claim when applicable.
• Corresponds with insurance companies to resolve payment delays, requests for additional information, or to discuss treatment that has been denied coverage.
• Handles all inquiries concerning insurance on a daily basis.
• Maintains appropriate financial documentation, including signed financial agreements if financing treatment.
• Records patient financial discussions.
• Provides financial statements to the employer.
• Arranges the patient’s treatment-planning schedule and books appointments.
• Monitors payments to ensure treatment financing is followed through appropriately.
• Reviews patient charts for any incomplete treatment.
• Verifies charts have complete insurance information.
• Estimates costs of treatment provided.
• Follow up on patients who have not started orthodontic treatment
• Contacts patients when pre‑authorization is received and proceeds with scheduling.
• Local community outreach: be outgoing and courteous as an ambassador of smiLee, continuously maintaining professional relationships and fostering new ones.

Knowledge/Skills/Abilities:

• Knowledge of financial coordinator procedures.
• Knowledge of English composition, grammar, spelling, and punctuation.
• Skilled in the use of standard office equipment including: telephones, calculators, copiers, fax, computers, and computer software (MS Excel, Word, Practice Management software).
• Ability to maintain composure and professionalism when exposed to stressful situations.
• Ability to engender trust from the doctors, co-workers, and patients.
• Ability to work cooperatively with management, staff, and patients.
• Ability to prioritize, organize, and complete tasks in a timely and independent manner.
• Ability to accept constructive feedback.
• Ability to understand and follow written and verbal instructions.
• Ability to collect data, establish facts, draw valid conclusions, and maintain confidentiality.
• Ability to communicate and express thoughts and ideas competently.
• Ability to quickly grasp relevant concepts regarding duties and responsibilities.

Education / Experience:

• High school diploma or equivalent
• Minimum of 5year(s) relevant experience in the dental profession, preferably orthodontics

Special Requirements/Certifications/Licenses:

• Enjoy children and always exhibit patience
• Clean and professional appearance and attire
• Available 7:30am-5:30pm Monday – Friday
• Every effort is made to accommodate a lunch daily, but in unusual circumstances a lunch break may not always be provided
• Pass Background and Drug Screening
• BLS certification
• Follow standard operating procedures and all HIPAA and OSHA guidelines

Physical and Environmental Requirements:

• May be required to lift up to 35 lbs. or to roll a 90-pound machine on wheels from one area to another.
• Sedentary position: may be required to sit for long periods of time.
• Hearing: able to satisfactorily communicate with patients, doctor, and other staff members to ensure that verbal communication is clearly understood, or a satisfactorily-equivalent method of communication.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or operate equipment.
• Vision: close vision, depth perception, and ability to adjust focus.
• Occasional exposure to toxic or caustic chemicals and radiation.
• Exposure to moderate noise levels.
• Exposure to hectic, fast-paced, high anxiety environments.

Additional or different duties may be assigned occasionally at employer’s discretion.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Continuing education credits
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Profit sharing
• Uniform allowance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $22 - $25