Dental Office Treatment coordinator

We are a well-established dental practice in West San Jose looking for a new member to join our team as our Front Office Manager If you have a welcoming smile, an eagerness to offer excellent customer service, delight in being organized and detail oriented, and enjoy being in the dental field, we encourage you to contact us today.

This position is the key to the success of our practice and will directly support our ability to deliver outstanding care by greeting patients, promoting the practice, scheduling to goal, coordinating insurance billing, and writing patient communications. Additionally, you will partner with the dentist on educating patients about treatment plan options.

Office Manager (below are non detailed list of job responsibilities):

• -working hand in hand with hygiene recall coordinator to meet practices daily goal
• -working with doctor to maintain positive cash flow
• -working with doctor to create and present treatment plans
• -oversee entire office to make sure everyone on same page
• -Using analytics software to prepare daily huddle and alert team of success and areas of improvement

Financial/Insurance:

The Insurance/Financial Coordinator is responsible for calculating office production and collection goals, while managing the cycle of patient treatment from clinical diagnosis to completion of treatment while meeting or exceeding the standard of care.

• Reconcile each provider’s production. Reconcile collections which includes getting deposits ready by running paper checks through the bank scanner

• Run Day end Reports

• Fill in financial spreadsheets for P&C + bonuses

• Send all claims with proper attachments and documentation/narratives

• Post insurance payments and any patient payments that were paid through website, Modento & Kleer.

• If there is a balance after posting insurance payments, immediately research. Need Adjustment/discount? Was something denied? Resubmit to insurance? Was tx estimate inaccurate? Send statement if patient’s responsibility.

• Handle insurance problems, appeals and denials

• Annually check for PPO fee negotiations

Shared Duties with the Hygiene Coordinator:

• Greet & check in patients by name and with a smile

• Update patient’s information if any changes

• Alert the clinical team via Venga as soon as patients arrive or if any changes to the schedule

• Inform patients if the clinical team is running late

• Seat patients when needed

• Call any patients that are over 5 minutes late

• Document all no shows and same day cancellations in the patient’s ledger

• Answering phones prior to 3rd ring by identifying yourself & the doctor’s office in a pleasant manner

• Screen all emergency calls for level of urgency & offer NP’s a prophy as well if opening

• Take clear written messages when necessary/make sure messages are given to recipient

• Dismissing patients which includes confirming what was done, setting complete the appointment, correcting provider ID’s/batching claims, creating & presenting treatment plans, making next visit(s), collect co-pays, notate date of NV on route slip and in ledger

• Educate patients on their insurance, treatment, financial options. Ex: Kleer

• Manage your assigned Dental Intel Follow ups

Patient Management:

• Make appropriate changes to the schedule as a result of the huddle

• Preparing for the next day’s schedule which includes confirming the procedures that they are scheduled for by checking to see what they are eligible and due for, ensuring that all lab cases are back, notate if any paperwork needs to be signed, monies due and what their next priority is.

• Familiarize yourself with patient notes, completed treatment, uncompleted treatment, medical alerts.

• Check to see if we have necessary x-rays & photos for billing purposes

• Check Kleer Program Enrollments

• Clean up existing alerts.

• Send Thank you cards to patients that referred new patients

• Contact patients to fill openings in the schedule and meet production goals

• Follow up with patients for unscheduled treatment and/or balances due

• Ensure patient conversations and/or contact attempts are documented

• Prepare for Treatment Consultations by working with Dr. Ingram on prioritizing treatment and number of necessary visits

• Ensure all treatment plans are accurate and have signed arrangements

• Update tx presented & accepted spreadsheet

• Reschedule doctor patient appointments when Dr. Ingram will be out of the office

Reports:

• Complete spreadsheet reports and send to accountant on a monthly basis

• Print Procedures not attached on a weekly basis

• Print Insurance Aging on a monthly basis

• Print Aging on a monthly basis

• Print Credit Balance report and alert doctor of any patient/insurance refunds

• Print NP report monthly

• Manage the Unscheduled List

• Manage the Outstanding Pre-authorization & Outstanding Treatment Plans Report

Records Management:

• Ensure that all patient’s information is accurate in Dentrix

• See that records are securely stored and handled in compliance with legal requirements, including the HIPPA privacy and security regulations if applicable.

• Adding personal notes (events, trips, fyi) for patients into charts under yellow flag.

Office Participation:

• Utilize Venga to ensure and increase office communication

• Perform other tasks assigned by the dentist.

• Assist co-workers when needed.

• Encourage patient reviews and patient referrals.

• Promote a team concept by interacting with others in the office.

• Use your time effectively when taking on assigned or unassigned tasks.

• Be a team player.

Interpersonal:

• Good interpersonal skills to maintain effective rapport with patients, dentist, and coworkers.

• Effective verbal skills to communicate with patients and team members.

• Being able to work as part of the team regardless of work title.

• Ability to promote dental health.

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

This Company Describes Its Culture as:

• Detail-oriented -- quality and precision-focused
• Stable -- traditional, stable, strong processes
• People-oriented -- supportive and fairness-focused
• Team-oriented -- cooperative and collaborative

If this is you, we are interested in having you as part of our team!

Job Type: Full-time

Pay: $35.00 - $39.00 per hour

Expected hours: 36.0 – 40.0 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Tuition reimbursement

Education:

• High school or equivalent (Preferred)

Experience:

• Computer Skills: 2 years (Preferred)
• Dental office: 2 years (Required)

Work Location: Remote