Orthodontics Coordinator

Duties and responsibilities

• Orthodontics Coordinator is responsible for all Orthodontics administrative duties. The Ortho Coordinator should demonstrate a positive attitude and willingness to assist co-workers and patients with any questions or explanations regarding Orthodontic procedures, payments or balances

Major Duties

• Review Provider?s schedules and charts at least two days in advance including patient co-pays and balances
• Ensure chart is in order ? approvals filed, Medical History signed and up to date
• Provider?s name is entered in Details screen
• Check if FRP is correct in Details screen
• Ortho Type is entered and is correct
• Check that the patient?s recalls are up to date
• If patient?s next appointment is bonding, have patient sign consent and Ortho Contract Form
• Verify both insurance and patient payments are up to date
• Follow-up on unpaid insurance
• Manage telephone calls
• Enter transactions and post payments
• Ensure lab cases are both sent to lab and follow-up for lab cases returned from lab
• Verify and update all patient demographic data on the patient?s chart and in the computer including email and cell phone number
• Make copy of insurance card and verify insurance coverage and eligibility prior to treatment
• Schedule patient appointments; check the appointment waiting list daily and contact patients as required; reconfirm patient appointments (check off names once contacted); ensure the next day?s schedule is filled for Specialist
• Ensure parents or legal guardian accompany minors for appointments
• Review all patient records for signature on health histories, consent forms and financial policy
• Ensure that parent or legal guardian sign consent for minors
• Maintain control of all patient payments and insurance statements; reinforce the financial policy of office and ensure payments are current
• Make any notes on the patient?s chart or in computer that may help others provide better service
• Document patient grievance when necessary
• Maintain office filing system for patient records; pull charts when necessary and file once completed
• Ensure adequate supplies are always available so work is not interrupted
• Maintain Specialty referral forms
• Manage voice-mail messages
• Fax credit card settlement and Deposit slip to Corporate office
• Balance daily cash log and prepare deposit slip
• Communicate unforeseen schedule changes with Specialist
• Ensure waiting room is comfortable and friendly at all times
• Examine chart contents regularly and take responsibility for repairing any documentation which has been damaged
• Contact patient on returned mail for accuracy of mailing address
• Assists Office Manager when necessary performing other assigned duties
• Shares maintenance duties when and where able
• Logs-off computer at end of day

Office Management Controls

• Receives general supervision from the Specialist, Front Desk Supervisor, Assistant Office Manager, Office Manager and/or Dental Director as well as guidance regarding unusual problems, emergencies or new situations. The Ortho Coordinator is required to maintain a consistent professional demeanor while being subjected to periodic high levels of pressure.

Complexity

• The Ortho Coordinator should have the personality and ability to communicate with patients, parents and co-workers. The position involves management of all aspects of finances.

Scope and Effect

• Monitor, develop and perform all duties necessary for the daily operations involving finances

Education

• High School diploma; a working knowledge of dental insurances and front desk duties and responsibilities; background in Orthodontics