Treatment Coordinator

Our practice Oral Surgery Group is seeking a Treatment Coordinator to join our New Brunswick, East Brunswick, and Middlesex team!

The Treatment Coordinator’s main job responsibility is to clearly explain treatment options and related costs. The Treatment Coordinator is a liaison between the surgeon and the patient and assists in the gathering of information in the new patient experience, as well as coordinating a treatment plan with the surgeon and presenting it to the patient. S/he are knowledgeable about the treatment and timelines, and they are prepared to negotiate financial arrangements with the clients. The Treatment Coordinator provides a calm and warm environment for patients who are otherwise anxious and concerned about how to afford dentistry.

Essential Duties & Responsibilities:

• Treatment Consultation with Surgeon
  • Be present during comprehensive exams to understand patient treatment needs. When necessary, be present during re-care exams to understand patient treatment needs.
  • Enter the treatment plan with proper coding into WinOMS
     
• Presenting Treatment Plan to Patient
  • Determine dental benefit eligibility, limitations, and payment estimates necessary to facilitate financial arrangements.
  • Invite patients to the consultation room to explain specifics on their insurance and what is covered & out of pocket.  
  • Educate patients, as necessary, regarding their dental benefits.
  • Present case fees and financial options to patients and answer any questions about the procedure.
  • Ensure patients fully understand their treatment plan and overcome any objections to proposed treatment to facilitate the decision to say “yes.”
  • Upon the conclusion of this meeting, prepare an alert in WinOMS for PCCs on how treatment calculations were figured out.
  • Any approved discounts are also added as a note in WinOMS to ensure the billing department is aware of exactly which parts of the treatment plan are being discounted and why.
  • Prepare the formal financial agreement on ROS letterhead for the patient to sign and scan it into their file.
• Ongoing Organization & Maintenance of Treatment Planning
  • Prepare and execute a weekly meeting with the surgeon to go over any outstanding cases that need follow up on treatment plan.
  • Prepare and maintain a recall list: follow up on anyone who hasn’t scheduled in 3 weeks to check in. If someone cancels, they need to be added on recall list.
  • Prepare and maintain an unscheduled treatment report: anyone who had a treatment plan who hasn’t scheduled in the past 3 months, send a letter in the mail.
     
• Other duties
  • Support the billing department with ensuring patients are up to date on their financial obligations. Proactively communicate with the back office so they know any changes in the patient’s financial status.
  • Send any surgical guides out to labs: i.e. impression, ct scans.
  • On any implant related surgeries, send an email to the dentist “consult thank you letter” to ensure they understand our mutual patients treatment plan and timeline.
    • Once patients are ready restorations, support the surgeon in preparing an email to the referring dentist with timeline and implant size used.
  • Build & maintain relationship with general dentists in the area.
  • Assist in maintaining and developing systems such as checklists to verify workflow and streamline patient care.

Skills and Qualifications

• In-depth knowledge of dentistry and ability to describe procedures in simple language
• Superb communication skills
• Familiarity with computer systems
• Customer service skills
• Self-directed
• Excellent telephone skills
• Influencing/negotiation skills
• Organizational skills
• Familiarity with ADA codes
• Creative problem-solving skills
• Keen understanding of scheduling and financial systems
• Ability to function within a team environment as a supportive and positive contributor

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