Front Desk Coordinator

The Front Desk Coordinator (Adult Clinic) schedules appointments; identifies scheduling conflicts; and re-works schedules when necessary. The Front Desk Coordinator (Adult Clinic) is also responsible for greeting patients, vendors, hospital staff, and other visitors. S/he answers telephone and route incoming calls and places outgoing calls.

Qualifications:

Required Education: High school diploma or GED

Required Experience: Minimum of two (2) years experience as a receptionist and or scheduling. Knowledgeable of Microsoft software products.

Desirable Experience: Minimum of three (3) years of experience as a receptionist. Minimum of one (1) year experience in dental practice software.

Duties & Responsibilities:

Receptionist Management:

• Open and close office according to office protocol.
• Check the daily schedule for accuracy and post it in all treatment rooms.
• Review supplies for reception and provide order to Office Administrator.
• Maintain and deposit petty cash/checks and all payments with help of Office Administrator.
• Ensure that HIPAA Notice of Privacy is on display.
• Identify scheduling conflicts and contact the appropriate individuals for resolution.
• Possess excellent people skills and ability to deal with the public in a professional manner.
• Handle situations in the receptionist area.

Patient Management:

• Maintain a professional reception area/office; organize patient education materials; and keep the facility neat and clean.
• Greet and welcome patients to clinic.
• Check in patients according to the office protocol and verifying and updating health information.
• Manage recall and inactive patient system.
• Confirm next day’s appointments by telephone.
• Schedule patients for efficient use of doctor and staff time.
• Check patient backup list to try to fill in education and no-show appointments times.
• Collect payment from patients at time of treatment.
• Make follow-up appointments, as needed.
• Assist in treatment rooms as needed.

Record Management:

• Gather and accurately record dental, medical, and insurance information from patients.
• See that records are stored securely and handled in compliance with legal requirements, including the HIPAA Privacy Act and security regulations.
• Accurately file patient information.
• Arrange patient charts and radiographs for the next day’s appointments.
• Track cases and referrals from other doctors.

Insurance:

• Update insurance information on all patients at all times.
• Submit treatment plans for predetermination of benefits.
• Prepare claim forms for patients with dental insurance.
• Organize supporting materials for claim forms, such as radiographs or written narratives.
• Maintain claim forms from office.
• Assist in resolution with third party payers.

Billing:

• Prepare billing statement promptly and accurately mail statements with Office Administrator.
• Prepare and send new patient thank you letters.
• Telephone patients with overdue accounts.
• Post checks received everyday.

Correspondence:

• Sort, organize, and distribute mail.
• Prepare and send new patient thank you letters.
• Prepare and send continuing care notices on the 15th of every month.

Inventory Management:

• Maintain inventory and help Office Administrator and Administrative Assistant in ordering office supplies.
• Maintain and make sure that office equipment is working properly

Office Participation:

• Be an active participant in staff meetings.
• Perform other tasks as assigned by Office Administrative or Dentist.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Healthcare setting:

• Outpatient

Medical specialties:

• Ob/Gyn
• Orthopedics

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

Work Location: In person