Dental Office Coordinator

Dental Office Coordinator

Work Location: 100% onsite in Cordova, AK. Remote/hybrid work not available for this position.

Team: Ilanka Community Health Center - Salary Grade: Grade 9 ($26.77 to $38.17 per hour DOE)

Reports To: ICHC Executive Administrative Assistant - Schedule: 40 hours per week

FLSA Status: Hourly & Eligible for Overtime Pay - Last Revised: August 2026

In accordance with P.L. 93-638, preference in hiring practices are given to Alaska Native, American Indian, and Native American applicants. Hiring preference for NVE Tribal members is in effect for this position

POSITION SUMMARY

The Dental Office Coordinator is responsible for managing front office operations with a strong focus on insurance verification, preauthorization, billing accuracy, and patient financial transactions to support revenue cycle performance. This role ensures compliance with HIPAA/HITECH regulations while maintaining accurate electronic records and delivering excellent patient service. The Coordinator serves as the primary point of contact for patients, balancing administrative efficiency with professionalism and confidentiality.

ESSENTIAL DUTIES

· Serve as the first point of contact for patients, providing a professional, welcoming reception.

· Responsible for all aspects of registration and appointment management to include verifying insurance and prior authorizations, collecting time-of-service payments, establishing payment plans, applying prompt pay/sliding fee discounts, and coordinating bad debt collection.

· Manage on-call lists to fill no-shows and cancelled appointments, protecting provider productivity and revenue.

· Manage dental referrals and coordinate dental lab send-outs.

· Work with the Revenue Cycle department to ensure accurate, timely billing and claims submission, minimizing denials or delays.

· Accurately utilize Electronic Medical Records (EMR) for all patient interactions and documentation needs.

· Coordinate the renewal, maintenance, and accurate tracking of all dental equipment documentation.

· Assist with Quality Assurance and Quality Improvement processes related to documentation, billing, and insurance workflows.

· Maintain compliance postings in visible areas, ensuring regulatory adherence.

· Maintain front office and reception area in a neat, orderly, and sanitized condition.

· Maintain appropriate office supplies to support daily operations.

· Support positive team interactions by demonstrating professionalism, respect, and collaboration.

· Maintain regular and predictable attendance.

· Participate in community health events (e.g., health fairs, NVE-hosted activities) when scheduled.

· Support organizational mission, vision, and policies through adherence to all standards.

ESSENTIAL DUTIES OF ALL STAFF

· Ensure strict compliance with HIPAA, HITECH, and all applicable federal and state privacy regulations, including safeguarding Protected Health Information (PHI), limiting access to authorized entities, and maintaining confidentiality, integrity, and lawful disclosure of patient records.

· Works safely in accordance with OSHA regulations and company safety policies.

· Immediately reports unsafe conditions, hazards, or injuries to HR or the designated safety contact.

· Attend all mandatory special events, meetings, and trainings.

· Assist with special events, meetings, and trainings as necessary.

· Maintain confidentiality at all times.

· Embody Tribal values throughout all work.

· Perform other duties as assigned.

· Respect and value all cultures, incorporating diverse cultural perspectives into communication and workplace practices.

ESSENTIAL SUPERVISORY DUTIES

None. This position has no supervisory duties.

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required to succeed in this role.

• Knowledge of patient financial responsibility, including time-of-service collections, payment plan arrangements, and application of discounts/sliding fee scales.
• Ability to learn specialized healthcare software and Electronic Medical Records (EMR) systems; experience with charting, documentation, and record management strongly preferred.
• Excellent interpersonal and customer service skills with the ability to educate patients on insurance coverage, financial obligations, and treatment-related requirements.
• Ability to work independently and as part of a team, managing multiple priorities while maintaining accuracy and compliance.
• Demonstrated resourceful problem-solving with accountability and ownership of work outcomes.
• Adept organizational skills to manage scheduling, on-call lists, and front office operations while supporting revenue cycle goals.

COMPUTER SKILLS

Competent working with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Skilled in email, calendar, and scheduling tools.

Comfortable with online collaboration platforms (e.g., Teams, Sharepoint, Zoom).

Able to enter, manage, and retrieve data from databases.

Quick to learn and adapt to new software or technology.

EDUCATION AND EXPERIENCE

This section outlines the education, training, and experience required for a candidate to be successful in this role, as well as any preferred qualifications that make a candidate stronger. The preferred qualifications are helpful to be more successful in the role but not mandatory.

EDUCATION Preferred: High school diploma or GED; additional coursework in healthcare administration, billing, or dental office management preferred.

WORK EXPERIENCE Preferred: Dental, medical, or clinical office setting experience, with emphasis on insurance verification and patient billing.

CERTIFICATES / CERTIFICATIONS / LICENSES Preferred: State of Alaska Driver's License. Must maintain insurable driving record in accordance with the Tribe's auto insurance policy requirements.

CERTIFICATES / CERTIFICATIONS / LICENSES Required: BLS or CPR Pro certification required within three (3) months of hire if not already certified.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, the following will be required of employees:

· Ability to remain in a stationary position for extended periods of time.

· Ability to operate a computer, telephone, and standard office equipment.

· Ability to move about the office to access files, equipment, and attend meetings.

· Ability to communicate effectively in person, over the phone, and through written correspondence.

· Ability to review and produce documents and data on a computer screen and in print.

· Occasional ability to lift and/or move up to 10 pounds (e.g., office supplies, files).

· Ability to adjust focus and maintain attention in an office setting with moderate noise.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, employees may be exposed to the following conditions:

· Indoor, climate-controlled office environment

· Shared workspace in close proximity to other desks and colleagues

· Moderate noise level (conversation, office equipment, phones)

· Frequent use of computers, monitors, and other office equipment

· Fluorescent or LED overhead lighting

· Extended periods of sitting at a workstation

· Occasional walking within the office and to shared resources (printer, break room, meeting rooms)

· Possible exposure to paper dust, toner, and cleaning products used in the office

Other Requirements: Required to submit to a background check and follow the NVE Tribe's drug policies.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Disclaimer

The Native Village of Eyak has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions,