Dental Office Treatment Coordinator

Job Description Job Description Position Title: Treatment Coordinator

Job Summary: The Treatment Coordinator represents the practice in all facets of patient services, which may include, but is not limited to; greeting patients, answering the telephone, scheduling appointments, maintaining patient insurance and financial records and coordinating patient flow.

General and Administrative Duties: · Cheerfully greets patients and visitors entering the practice and alerts appropriate staff of patient arrivals. · Keeps the front desk and reception areas clean. Keeps the coffee station clean and stocked. Turns on the lobby computer/TV in the morning and plays appropriate videos and music. · Answers the telephone, routes phone calls, provides information, accurately. · Effectively answers patient’s questions regarding appointments, insurance and financial matters. · Monitors office email and takes appropriate actions when necessary. · Registers new patients, provides necessary paperwork and ensures all required documents are completed and signed by the patient. · Establishes and maintains patient files up to date (i.e. address, phone number, insurance information, etc.). · Verifies patient insurance benefits 2-3 days ahead of the schedule and makes sure that the insurance plan information in the system is correct and up to date for each patient. Uploads insurance breakdowns into the patient’s document center. · Prepares correspondence, memos, condolence letters, and other documents, as requested by practice administrator and/or doctors. · Securely uses the computer or fax to transmit information or documents when requested.

Scheduling and Time Management Duties: · Schedules and adjusts patient appointments to maximize the patient care and reach practice profit target. Manages the daily, weekly, and monthly calendar to meet the practice production and collection goals. · Performs necessary duties associated with checking patients in and out. Enter type of treatment planned for the next appointment, and the amount of chair time, doctor time and assistant time needed. · Effectively uses the patient communication system (NexHealth) for patient communication, to re-activate overdue patients, to fill last minute openings and to keep the hygiene schedule efficiently booked. · Monitors the schedule regularly, adjusts the schedule as necessary, and reschedules patients as needed. · Keeps staff and doctor informed of scheduling problems, issues or concerns.

Treatment Coordination and Financial Duties: · Prepares and presents Treatment Plan Estimates. · Accurately receives and records patient payments. · Coordinates patient financial arrangements according to the financial policy. · Communicates effectively with patients regarding past due balances and other financial matters. · Maintains appropriate financial documentation, including signed financial agreements. · Records patient financial discussions. · Provides Deposit Slip to employer at the end of each day. · Arranges the patient’s treatment-planning schedule and books appointments. · Monitors payments to ensure treatment financing is followed through appropriately. · Contacts patients when pre‑authorizations are received and proceeds with scheduling.