Patient Care Coordinator - Dental

Fusion Dental Care Seeks an Awesome Patient Coordinator

Who are we? We are an upscale, top-rated, cosmetic dental office located in North Raleigh. We treat every patient like VIP and are known for our skilled dentists, quality dental care and customer service, and an accommodating and friendly team.

Are you ready for an exciting career? We are looking for an extremely upbeat, high energy, friendly, enthusiastic, intelligent, and hard-working person for this role. This position mixes a combination of Guest Services, Front Desk, Dental Sales, Financial Arrangement and Marketing/Public Relations. We are seeking an individual with a “retail mentality” that can bring a “How can I help you?” approach to our dental office. Prior retail/sales experience is preferred but not required. An outgoing and friendly personality with exceptional customer service is A MUST! Dental knowledge is required and experience with Eaglesoft is a plus!

How do we make life easier for our Coordinators? Fusion Dental Care has hired two outsource companies to handle insurance verifications and claims. We understand how long it takes to verify each insurance, so with that taken off your hand, you will have more time for provide better patient experience!

Patient Care Coordinator Receptionist/Administrative Assistant

PRIMARY RESPONSIBILITIES

Responsible for administering the day-to-day activities of the business office, including: maintenance of the records of patients, scheduling of patients, accounts receivable, maintaining appearance and order of dental office, presentation of financial treatment plan options, and recall/recare system.

SPECIFIC DUTIES

Reception Management

• Manage day-to-day operations of dental office
• Open and close dental office according to office protocol
• Review the office for a neat, professional appearance and make necessary changes
• Be responsible for the appearance of the reception area and front desk as well as patient restrooms. Keep these areas tidy and free of debris by checking twice daily.
• Check the daily schedule for accuracy and discuss best times for emergency patients with Dr. and staff.
• Arrange for special circumstances and discuss schedule and patients with practice manager and staff before and during morning huddle and staff meetings
• Update schedule changes and coordinate patient flow.
• Answer and respond to telephone calls with professionalism
• Manage office voicemails by promptly collecting and responding to messages throughout the day.
• Check and respond to email correspondence daily.
• Sort, organize, and distribute mail
• Record all communications with patients in patient’s chart note.
• Oversee stock and inventory of the front office by providing a list of needed supplies each month to management.
• Monitor and make sure all dental office equipment is working properly
• Ensure that HIPAA Notice of Privacy Practices Notice is on display
• Maintain a professional reception area; organize patient education materials, etc.
• Prepare and send out new patient welcome and referral thank-you letters
• Prepare and send out continuing care notices
• Send congratulatory, sympathy, or thank you cards as appropriate.

Patient Management

• Greet and welcome patients and visitors to the practice
• Check in patients according to office protocol, verifying and updating patient information including medical history, alerts, HIPAA forms, consent forms, financial policy, etc.
• Update important information such as phone number, e-mail address, insurance information, medical emergencies, etc.
• Notify staff of patient’s arrival
• Gather and accurately record insurance information from patients
• Obtain ID to include patient’s photo in their chart
• Track referral sources and marketing campaigns on Eaglesoft.
• See that records are stored securely and handled in compliance with HIPAA privacy and security regulations
• Accurately file patient information
• Help explain office policy to patients including financial policy
• Oversee patient relations & handle patient complaints by communicating with the practice manager
• Manage recall and inactive patient system by utilizing recall reports.
• Confirm the next day’s appointments according to protocol and patient preferences
• Manage patient communications and appointment reminders.
• Schedule patients for efficient use of doctor and staff time
• Manage doctor and hygiene schedules throughout the day by completely filling appointment “holes” by utilizing appropriate computer reports.
• Track and manage broken, cancelled, and overdue recall appointments daily to prevent “falling through the cracks”.
• Encourage patients to proceed with treatment by supporting necessary treatment recommendations and maintaining communication with patients regarding outstanding treatment plans.
• Make follow-up appointments as needed
• Assist in the treatment room as needed
• Records Management
• Arrange patient charts and radiographs for the next day’s appointments
• Track cases and referrals to and from other doctors
• Manage lab cases by communicating with appropriate dental labs and update status on Eaglesoft

Financial

• Be familiar with the office financial policy and work hand in hand with the practice manager to assist patients with insurance questions, financial arrangements and treatment concerns.
• Prepare estimated financial treatment plans and present plan options to patient at end of their appointment
• Post payment transactions to the computer system accurately.
• Identify required account adjustments, refunds, and write-offs.
• Provide payment adjustments or discounts only at Doctor’s discretion.
• Collect payment from patients at the time of service
• Recognize trends in payments or denials and present to the manager.
• Maintain petty cash

Insurance

• Update insurance information on all patients at all times
• Verify breakdown of benefits and report unusual insurance stipulations
• Submit treatment plans for predetermination of benefits
• Educate patients regarding treatment and insurance benefits.
• Prepare claim forms for patients with dental insurance
• Organize supporting materials for claim forms, such as radiographs or written narratives
• Mail or electronically submit claim forms from office
• Review all EOB’s and determine any follow-up action to be taken and assist in the resolution of problems with third-party payers
• Refile claims as needed.
• Contact patients regarding insurance estimates to discuss the patient financial obligation.

Office Participation

• Be an active participant in staff meetings
• Prepare and lead morning huddles
• Perform other tasks as assigned by Dr. Bassiri
• Prepare and update OSHA and Radiation manuals
• Accounts Receivable Management
• Enter patient financial activity in computer
• Maintain accounts receivable activity
• Prepare bank deposits
• Prepare statements
• Follow-up insurance claims
• Follow-up delinquent accounts
• Arrange payment schedule with patients
• Set daily and monthly goals and discuss at morning huddles
• Settle terminal at the end of the day
• Print out EOD and EOM reports with the help of practice manager

Billing

• Prepare billing statements promptly and mail as directed by practice manager
• Prepare and mail overdue account letters as directed by practice manager
• Inform manager of patients with accounts overdue
• Post checks received each day
• Manage patient financial accounts

Marketing and Public Relations Management

• May assist with the design of marketing and promotional materials (print and electronic)
• May assist with dental office advertising/recruiting ads for new staff
• May assist with dental office facility management

PERSONNEL REQUIREMENTS

Education/Experience

• High school diploma
• 2 years office experience or education in Dental Administration desired
• Legible handwriting for notations

Special Requirements:

• Job offer may be contingent upon successful completion of a background check.

Success Factors:

• Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
• Always maintain the highest level of confidentiality to HIPAA standards.
• Adhere to strict safety guidelines and procedures to OSHA and office standards.
• Must be comfortable seeing and able to maintain a professional demeanor and attitude while working around blood and smells that may be unpleasant.
• Must be detail oriented in order to prepare and process business correspondence
• You must be flexible and understand that your job duties may change from time to time and that you may be asked to “help out” in other areas of the office.
• Must demonstrate good reading comprehension - Understanding written sentences and paragraphs in work related documents.
• Must demonstrate excellent communication skills - Talking to others to convey information effectively.
• 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 to present treatment plans to patients in a short time frame
• Communicate all concerns to Office manager and Dr. Bassiri

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Supplemental Pay:

• Bonus pay

Experience:

• Dental receptionist: 1 year (Preferred)
• Eaglesoft: 1 year (Preferred)

Work Location:

• One location

Company's website:

• www.fusiondentalcare.com

Work Remotely:

• No

COVID-19 Precaution(s):

• Personal protective equipment provided or required
• Plastic shield at work stations
• Temperature screenings
• Social distancing guidelines in place
• Sanitizing, disinfecting, or cleaning procedures in place