Dental Patient Service Coordinator

Job Description

Job Description

JOB DESCRIPTION

POSITION TITLE:

Dental Patient Service Coordinator

FLSA STATUS:

Full-time/Non-exempt

DEPARTMENT:

Aylett Family Dentistry

SALARY:

Based on Experience

LOCATION:

Aylett, VA

EDUCATION:

High School Graduate or GED

SUPERVISOR:

Health Center Manager

WORK EXPERIENCE:

5 years’ Experience in Dental or Medical Setting

EMERGENCY MANAGEMENT 

CODE: 

E-1/Essential Onsite

EMERGENCY MANAGEMENT DESCRIPTION: 

Required to be physically onsite to maintain critical operations. Must make every effort to report onsite during closures or delays unless released by leadership. May be required to work modified or extended shifts.

JOB SUMMARY:

The Dental Service Coordinator supports day-to-day office operations, ensures a welcoming and professional patient experience, manages scheduling and patient records, handles accounts receivable, and supports billing activities including processing and releasing claims in the dental billing software. Proficiency with eClinicalWorks (or equivalent practice management software) is essential for managing patient information, treatment plans, and financial arrangements.

PRIMARY DUTIES & RESPONSIBILITIES:

• Manage the dental office’s day-to-day operations, including patient records, scheduling, accounts receivable, office appearance, and use of Dental software.
• Coordinate patient treatment and financial planning by creating and presenting treatment plans, verifying and presenting cost estimates, submitting predeterminations and required attachments for prior authorization, and working with billers to provide claim attachments as needed.
• Ensure HIPAA compliance in all duties and safeguard patient privacy and information.
• Facilitate patient flow and communicate delays with patients and clinical staff.
• Follow all Clinic policies on safety and security; maintain restricted areas safe by safeguarding keyless entry codes and computer system passwords with strict confidentiality.
• Appropriately and courteously screen solicitors for relevance to organization needs.
• Explain financial requirements to the patients or responsible parties and collect copays as required.
• Responsible for keeping the reception and patient waiting areas, and office files clean and organized.
• Monitor front office supplies and inventory needs, place orders and oversee office equipment.
• Perform all other duties as assigned.  

 

Reception Management

• Oversee the Reception Area to maintain a professional, welcoming environment.
• Open and close the dental office according to office protocol.
• Audit the office for neatness and professionalism; implement improvements as needed.
• Verify daily schedule accuracy and publish it for clinical staff in treatment rooms.
• Handle all phone communications professionally; answer, screen, and route calls as appropriate.
• Maintain petty cash in accordance with office policy.
• Ensure the HIPAA Notice of Privacy Practices is clearly visible and up to date.

Patient Management

• Maintain a professional welcome area; keep patient education materials organized and accessible.
• Greet patients and visitors warmly; check-in patients per office protocol and verify/update patient information.
• Maintain a recall system and manage inactive patients.
• Manage patient relations; resolve patient concerns and communicate clearly regarding office policies.
• Confirm next-day appointments per office protocol and patient preferences; optimize scheduling to maximize clinician and staff time.
• Monitor the patient quick-fill list for cancellations or no-shows; adjust schedules accordingly.
• Collect copays and other fees at the time of treatment as required.
• Schedule follow-up appointments and prepare financial treatment plans after visits, presenting plan options to patients.
• Create and present treatment plans to patients, clearly explaining recommended services and treatment options.
• Create, verify, and present cost estimates to patients, including anticipated insurance benefits and patient financial responsibility.
• Provide limited in-treatment-room assistance as needed to support clinicians.

Billing, Claims Processing, and Releasing

• Enter, submit, and track dental claims using the dental billing software; verify accuracy of patient encounters, codes, and charges. 
• Process and release claims promptly to ensure timely reimbursement; monitor status and resolve denial or resubmission issues. 
• Maintain up-to-date knowledge of payer requirements and coding changes relevant to the practice.
• Collaborate with the billing team to follow up on outstanding accounts receivable and patient balances.
• Work with billers to attach supporting documentation to claims when needed for accurate and timely claim processing.
• Submit predeterminations and required attachments to obtain prior authorization for patients when applicable.
• Ensure accuracy of patient financial records and treatment plans in eClnicalWorks; prepare and present financial options to patients.

Scheduling and Administrative Support

• Coordinate with clinical staff to optimize appointment flow and minimize patient wait times.
• Assist in the treatment room as needed to support patient care and office efficiency.
• Maintain front office supplies, monitor inventory, and coordinate with vendors as necessary.
• Ensure completion and accuracy of patient charts, forms, and documentation; file and organize records securely.
• Follow established scheduling templates and proactively manage the schedule to fill gaps, replace canceled appointments, and maximize provider productivity and patient access.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:

• Ability to think and work independently and with direction.
• Ability to communicate with staff members in a fast-paced and stressful environment.
• Experience resolving conflicts and delivering strong customer service or patient relations.
• Knowledge of dental terminology, administrative processes, procedures, claims processing, and preparing patient charts.
• Strong computer skills.

EDUCATION and/or EXPERIENCE:

• At least five (5) years’ experience working in a dental or medical office setting required.
• Must have extensive experience with patient EHR system.
• High School graduate or equivalent.

 

OTHER REQUIREMENTS:

• Applicants are required to authorize a background check and submit to drug testing. Failure to do so will disqualify applicants from consideration for the position.
• Documentation of vaccinations and/or titers for Hepatitis A, Hepatitis B, and MMR.
• Documentation of Tuberculosis testing and/or screening.

 

WORK ENVIRONMENT: 

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

 

PHYSICAL DEMANDS: 

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 job functions.

Must be able to lift up to fifteen (15) lbs. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is frequently required to stand, walk, and sit for long periods of time.

TRIBAL & INDIAN PREFERENCE

The Upper Mattaponi Tribe recognizes and applies Tribal and Indian Preference in employment in accordance with Tribal law and applicable federal law.

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The Upper Mattaponi Tribe reserves the right to revise this job description at any time.

This position is designated as a position of trust and responsibility within a sovereign Tribal regulatory framework and is expected to uphold the integrity and confidentiality associated with the Upper Mattaponi Tribe.