Front Office Manager / Dental Treatment Coordinator

PRIMARY RESPONSIBILITIES Primarily responsible for ensuring patients understand and schedule for necessary treatment. Other responsibilities include but are not limited to, coordinating communications between doctors and patients, helping to build and maintain the doctor/hygiene schedule for goal attainment, assist with patient inquiries, including insurance questions, organize and present patient treatment plans with financial obligations and get patient agreement, and assisting primary doctor with other administrative duties. Will also be required to assist with all general front office duties. SPECIFIC DUTIES Consultation Management Assist patients with financing options, insurance questions and treatment concerns Maintain and use asap list, pinboard, and unscheduled treatment lists to keep schedules full and productive Make notes in patient chart from phone or in-person conversations when appropriate Prepare financial treatment plans and present plan options to patient at end of their appointment Assist with consultation appointment as directed by doctor Make all financial arrangements with the patient after doctor has left the consultation room Daily Collections Management Enter charges for dental services into the computer. Check each charting for logic, accuracy, and correct totaling Collect money “over the counter” for each patient, and issue receipts or walk out statements, as appropriate, as patient leaves See that each transaction is posted to the computer system accurately Balance route slips for all providers throughout the day Schedule Management Manage the schedule to run optimally and efficiently so that each patient receives the highest quality of dental care Confirm appointments 2 days out according to protocol and patient preferences Schedule patients for efficient use of doctor and staff time in appropriate blocks Review schedule daily, weekly, and monthly for changes and openings Manage schedule for treatment plans, treatment conferences, letters and phone calls Patient Care Management If indicated, set up appointment for patient with specialist/general dentist. Coordinate with specialist’s /general dentist’s office; send explanatory letter, x-rays, study models, etc. Make sure that the office knows exactly where the patient is “in the system” at all times. For example, treatment coordinator should have notes documented whether patient has scheduled treatment, scheduled with specialist/general dentist, deferred recommended treatment, etc. and be aware of what the next step is and when it will occur Schedule patient for treatment at the appropriate time after the specialist/general dentist has completed treatment Take phone calls from patients or specialists/general dentists who have questions about treatment Meet with doctor briefly on a daily basis to review schedule, significant information and systems, items that need attention Oversee patient relations & handle patient complaints, according to office protocol Help explain office policy to patients Create new patient welcome letters and thank you letters for doctors review and signatures Upload new patient forms and sign off on questionnaires prior to patients first visit Market the practice internally and externally, help encourage patients to proceed with dental care, and support necessary treatment Patient Records Update insurance information on all patients Organize supporting materials for claim forms, such as radiographs or written narratives Verify patients benefit eligibility and dental treatment history as needed See that records are stored securely and handled in compliance with HIPAA privacy and security regulations Office Participation Be an active participant in staff meetings Perform other tasks as assigned by Business Manager and Doctors PERSONNEL REQUIREMENTS Education/Experience High school diploma Minimum of 5 years dental experience required Office management or supervision preferred Knowledge of Dentrix Software required Interpersonal Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community Effective verbal skills to communicate with patients and staff Team player Able to adapt to office policy improvements (office is constantly striving for improved customer care/service) Conflict resolution experience Customer service or patient relations experience Quick response/accurate data entry Collaborative communication with Business Manager and Doctors Employment Type: Full Time Years Experience: 5 - 10 years Salary: 30.00 Hourly Bonus/Commission: No