Dental Office Coordinator – FT

Job Responsibilities

Front Desk Duties

• Handles telephone routing to appropriate person including answering inquiries relating to services, simple insurance inquiries, open tasks that can be answered, closing task when finished, and screen emergencies per OCHC protocol.
• Answers telephone promptly and courteously.
• Schedules appointments per appropriate guidelines set forth by Provider/Clinic Manager and requests medical records when needed.
• Dismisses the patient and makes arrangements for return appointments and assists them with any questions or problems they have prior to leaving the clinic.
• Requests payment of deductibles, co-insurances, and non-participating third party payor at time of service for current visit and outstanding bills.
• Posts payments with correct amount, correct mnemonics, and in correct account. Balances and closes cash drawer when necessary and aids other staff when issues arise.
• Assures that all necessary forms are current in patient registration. (Consent, Hipaa, Portal, Household Income, Sliding Fee) and scanned into EMR.
• Responsible for updating, patient demographics, insurance, as well as getting copy of insurance cards for EMR and updating care team.
• Verifies insurance when necessary and enters proper insurance override in Expanse.
• Checks in all patients through Expanse using the “check in” to ask all questions to ensure all information including address, phone numbers, contacts, insurance, guarantors are setup correctly.
• Checks workload daily. Enters tasks correctly, checks to make sure there is only one task open for that patient, getting all relevant information, and routes to correct staff member.
• When opens and/or closes office ensures all steps per protocol are completed.

Office Coordinator Duties

• Assist with prior authorizations for all clinics. To include sending all documentation/x-rays to insurance companies that require a prior authorization on specific dental treatment and documents in Open Dental/Expanse when sent/ approved/denied as needed.
• Assists in insurance verification/creating correct overrides/preparing schedule to include estimating copay amounts, checking on balances/credits, confirming appointments, printing face sheets and insurance paperwork.
• Assists in the VA referral/paperwork process for all clinics as needed.
• Assists all clinics with referrals by sending the referral/documentation and x-rays as needed.
• Assists all clinics in monitoring the referral workload and following up on external referrals. Complete the referral loop and overdue orders.
• Updates/changes provider scheduling templates in Expanse.
• Ability to cover front desk shifts at all clinics when necessary.
• Point of contact for insurance questions, work-in appointments, day to day needs of front desk and clinical personnel when the Clinic Manager is unavailable.
• Assists all clinic with attaching dental notes from Open Dental into Expanse by ensuring line items match, documentation is correct, providers correct, etc. with few errors.
• Scans all documentation into patients charts in corresponding folder to include referral, prior authorization, notes from referring dental providers and anything else completed.
• Sends out no show letters to patients who miss two or more appointments as well as documents in Open Dental and Expanse for MFS and assists other clinics as needed.
• Trains front office staff to ensure all clinics are following the same processes and policies.
• Helps clinic manager with staff schedules monthly
• Has monthly meeting/trainings with front office staff at each clinic.
• Other duties as assigned by clinic manager.