Dental Treatment Coordinator

MISSION, VISION, AND VALUES

Our mission is to provide quality, comprehensive healthcare and supportive services to our community. Our vision is "Improving the Health and Well-Being of Our Community." Our core values are Integrity, Compassion, and Excellence. Employees are expected to demonstrate a strong commitment to the mission, policies, goals, and philosophy of Harbor Community Health Centers.

JOB SUMMARY

The Dental Treatment Coordinator reports directly to the Dental Manager and supports day-to-day dental department operations, with a primary focus on coordinating patient treatment plans and facilitating patients' progression through recommended dental care.

This position serves as a liaison between patients and the dental care team and is responsible for explaining treatment recommendations, coordinating appointments, assisting with insurance and financial matters, coordinating referrals, and following up with patients regarding incomplete treatment. The Dental Treatment Coordinator works closely with dentists, dental assistants, front office staff, and referral personnel to support continuity of care, patient engagement, and efficient use of dental services.

ESSENTIAL DUTIES & RESPONSIBILITIES

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

An individual must be able to perform each essential duty satisfactorily to be successful in this role. The requirements below represent the knowledge, skills, and abilities needed for the position.

Dental Treatment Coordinator:

• Review dental treatment plans with patients in a clear, compassionate, and culturally sensitive manner.
• Explain recommended dental procedures, anticipated treatment timelines, and associated costs.
• Coordinate dental appointments based on clinical priority, treatment plan requirements, and patient availability.
• Schedule dental appointments to support efficient use of provider and dental staff time.
• Verify dental insurance benefits, Medi-Cal eligibility, and other applicable coverage.
• Assist uninsured and underinsured patients with financial assistance programs and payment arrangements in accordance with HarborCHC policies.
• Collaborate with dentists, dental assistants, front office staff, and referral personnel to facilitate continuity of patient care.
• Process dental specialty referrals and track referral completion as appropriate.
• Maintain accurate and timely patient information and documentation in the electronic health record/electronic dental record.

• Monitor unscheduled and incomplete treatment plans and conduct follow-up outreach to encourage patients to complete recommended care.
• Manage the dental recall and inactive patient process to support ongoing patient engagement and continuity of care.
• Conduct outreach and in-reach efforts to engage new dental patients and support access to dental services.
• Educate patients regarding preventive oral health practices and the importance of ongoing dental care.
• Handle monetary transactions, including cash and credit/debit card payments, for applicable patients and copayments.
• Maintain accurate documentation of patient communications, treatment coordination, referrals, and follow-up activities.
• Support patient satisfaction and quality improvement initiatives within the dental department.
• Maintain confidentiality and comply with HIPAA, OSHA, HRSA, and HarborCHC policies and procedures.
• Perform other duties as assigned to support HarborCHC's mission, vision, and values.

QUALIFICATIONS

Required Education, Experience, and/or Training:

• High School Diploma or equivalent required.
• Minimum 2 years of experience in a dental office, dental clinic, community health center, or similar dental healthcare setting.
• Demonstrated dental experience and knowledge of dental terminology, treatment plans, scheduling, and dental office workflows required.
• Experience coordinating patient care, treatment plans, referrals, and follow-up appointments.
• Experience with dental insurance verification, benefits, eligibility, or financial assistance programs.
• Experience with electronic health records/electronic dental records; eClinicalWorks preferred.
• Strong communication, organizational, customer service, and follow-up skills.
• Ability to explain dental treatment, costs, and scheduling information clearly and compassionately to patients.
• Ability to work effectively with diverse patient populations.
• Ability to maintain confidentiality and handle sensitive patient and financial information appropriately.

Preferred Education, Experience, and/or Training:

• Experience working in a Federally Qualified Health Center (FQHC) or community health center.
• Experience working with Medi-Cal, Medicare, and/or managed care programs.
• Bilingual English/Spanish proficiency.

EXPECTATIONS

• Communicate with patients in a clear, compassionate, culturally sensitive, and patient-centered manner.
• Demonstrates attention to detail, reliability, and preparedness in performing assigned duties.
• Collaborate effectively with dental providers, dental assistants, front office staff, referral personnel, supervisors, and other team members to support department operations and patient care.
• Uses sound judgment when handling sensitive patient, financial, and organizational information.
• Manage competing priorities, follow-up activities, and patient coordination needs in a fast-paced dental care environment.
• Adheres to all HarborCHC policies and procedures.
• Demonstrates HarborCHC's core values of Integrity, Compassion, and Excellence while maintaining a strong commitment to HarborCHC's mission, policies, goals, and philosophy.
• Maintains a positive, respectful, professional, and courteous approach in all work-related interactions.
• Communicates regularly and timely with their immediate supervisor regarding departmental needs, operational updates, and organizational matters.
• Meets productivity standards and performs duties as workload requires.
• Maintains strict confidentiality of all data and information and demonstrates integrity and accountability in all duties and responsibilities.
• Responds to phone calls, emails, patient inquiries, and internal requests in a timely manner.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to sit; use hands to manipulate objects, tools, or controls; reach with hands and arms; and talk and hear. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust.

HOURS OF OPERATIONS

HarborCHC is open Monday-Thursday 7:00am-7:00pm, Friday 8:00am-5:00pm, and Saturday 8:00am-5:00pm.

HR PROCEDURAL REQUIREMENTS

Work location and schedule requirements may vary based on dental department needs, patient access, and clinic operations. The Dental Treatment Coordinator may be assigned to support HarborCHC dental services at designated clinic locations and may be required to work adjusted hours within HarborCHC's hours of operation.

• Must be legally authorized to work in the United States
• Must successfully complete post-offer background screening and verification requirements
• This job description is not intended to be all-inclusive; additional duties may be assigned

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

HarborCHC does not discriminate in employment opportunities or practices on the basis of race; religion; color; sex/gender (including pregnancy, childbirth, breastfeeding or related medical conditions); sexual orientation; national origin; ancestry; physical or mental disability; medical condition; genetic information/characteristics; marital status/registered domestic partner status; age; sexual orientation; reproductive health decision-making; military or veteran status; use of cannabis off the job and away from the workplace; and any other basis protected by federal, state or local law or ordinance or regulation, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. This policy applies whether the individual has or is perceived to have any of the characteristics protected by law or is associated with a person who has or is perceived to have any of the characteristics protected by law. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation, and training.

DISCLAIMER

The above statements define this position as it currently exists and are intended to describe the general responsibilities and requirements for this job. They are not to be considered as an exhaustive statement of duties, responsibilities, or requirements and do not limit the assignment of additional duties at the discretion of the supervisor. HarborCHC is an at-will employer.

In addition, HarborCHC may change your duties, compensation or hours, or transfer, reassign, promote, demote, suspend, or otherwise change the terms and conditions of your employment (other than the at-will relationship), with or without cause or prior notice.

Monday-Friday, 8:00 a.m.-5:00 p.m.