Practice Coordinator

4 months ago

Cookeville, United States Northside Family Dentistry Full time
Assistant Practice Director

Position Snapshot:
  • Company: Golden Oak Sedation Dental & Implant Center
  • Position Title: Practice Coordinator
  • Location: Cookeville, Tennessee
  • Compensation: Negotiable + bonus potential based on production

Position Mission:
  • As Assistant Practice Director, you will be a key member of an excellent team charged with the care and treatment of our patients. You will be responsible for the office front desk, communicating with patients, scheduling patients, and helping with insurance benefits. You’ll be an integral part of our team and will help be a part of providing excellent dental care to our valued patients.
  • Be a Vibrant Part of a Modern Dental Practice Established private practice is searching for an experienced dental professional to assume the Assistant Practice Director role. This role is of critical importance to our office and offers high visibility and great income potential. For this role, you need great people skills, a positive outlook, the ability to listen well, explain things clearly, and be persuasive, plus a genuine belief in the power of dentistry to improve people's lives. The candidate must be polished, with a professional appearance and demeanor, an outgoing personality, and someone who connects easily and genuinely with others. Experience working in a dental office is required. A hygiene or dental assisting background is a definite plus and a treatment coordinator is highly preferred. We offer competitive salaries, commissions, bonus incentives, paid holidays and vacations, 401k matching contributions, and more. We are looking for someone ready to come on board immediately. Contact us to find out more about this exciting career opportunity.

KPIs / Performance Metrics:
  • Handles patient calls/questions in order to achieve and maintain extremely high patient satisfaction ratings 
  • Meet standards of integrity and professionalism expected
  • Compliance with OSHA, HIPAA, and other regulatory guidance
  • Attends team/company meetings and contributes to mandatory/required training 
  • Works closely with the Practice Director to handle collections, patient financing, and other related matters. 
  • Maintains and updates the dental fee schedule, maintains accurate records for grant-funded services, creates necessary reports, resolves billing issues, reviews AR balances regularly and collects on open balances, submits patient refund requests when necessary, balances daily collections, and makes certain that deposits are submitted daily.
  • Tracks vital department statistics and completes appropriate analysis on a monthly, quarterly, and annual basis to show trends and recognize successful performance by staff members, and to uncover problem areas before they become serious. 
  • Collaborates with appropriate personnel to arrange transportation for dental patients as needed.
  • Under the supervision and direction of the Practice Director, handles work scheduling matters, including requests for paid and/or unpaid time off, and approval of department timesheets in accordance with departmental and organizational policies and procedures. 
  • Familiar with the organization’s evacuation plans and the role of the Dental Staff in the event of an emergency. 
  • Participates in committee meetings, including but not limited to, Performance Improvement and Safety, and performs duties as assigned.
  • Update job knowledge by completing mandatory training programs; participating in educational opportunities; maintaining personal networks; and participating in professional organizations as applicable. 
  • Collaborates with Practice Director on contents of team meetings and conducts staff training as assigned
  • Ensures all Dental Center safety checks and operations logs are completed accurately and timely
  • Manages special projects as required. Completes these assignments by establishing objectives, determining priorities; managing time; gaining the cooperation of others, monitoring progress; problem-solving, and making adjustments to plans.
  • Assists in the development and implementation of new programs and project initiatives in the Dental Clinic.

Required Qualifications:
  • 3+ years of experience successfully leading and managing offices
  • 5+ years experience in a dental / healthcare organization
  • Monthly travel is required, sometimes including flights and overnight stays
  • Experience reading and acting on financial reporting (e.g. Profit & Loss statements) preferred

Other Desirable Qualifications:
  • Working knowledge of dental procedures and terminology
  • 2+ years managing multiple practices or retail store locations
  • Experience in dental practice management

Job Responsibilities:
  • Continuous assessment of all staffing needs and providing support with effective recruitment.
  • Providing training and development support to ensure all staff of supported practices demonstrate knowledge of the business model, operating procedures, and protocols.
  • Responsible for running end-of-the-month, and managing A/R reports.
  • Supporting the achievement of performance targets & budgeted goals.
    Other related functions as requested by supported practice owners.
  • Multi-location, retail operations management experience in customer or patient-based industry.
  • Profit and loss responsibility with the ability to interpret and act upon financial statements.
  • Maintains professional appearance/conduct in order to make a great first impression.
  • Manages office schedule and patient flow to assure efficient/timely patient care (and opportunities for walk-ins).
  • Organizes and prioritizes as appropriate to accomplish office objectives. 
  • Answered telephone calls and scheduled patients for appointments in accordance with patient preferences and office procedures. Also provides information requested from patients, takes messages, and returns all missed calls/voicemails.
  • Greets patients upon entering the practice and communicates patients' readiness to other clinical staff.
  • Checks patients in and out.
  • Keep accurate records using various computer software. 
  • Registers new patients and assists with the preparation of required paperwork. Documents accurate/complete information in a practice management system. 
  • Treats all patients kindly with the expected level of professionalism, friendliness, and courtesy. Assures patients feel comfortable, important, and valued. 
  • Communicates and expresses issues ideas, issues, and concerns calmly and professionally. 
  • Maintains calm under pressure or high-stress situations. 
  • Organizes reception reading material, booklets, and pamphlets; assures materials are current, neat, and orderly throughout the day.
  • Makes and documents reminder calls; adjusts schedule as necessary to minimize no-shows.
  • Conducts reminder calls for patients with treatment plans that are unscheduled.
  • Conducts an efficient and timely morning huddle. Discusses the day's schedule, the previous day's performance, patient flow, production/collection goals, and any other pertinent or contentious issues.
  • Educate patients on available payment options that meet their needs.
  • Collects payment for dental services/products.
  • Creates/maintains doctor call list. 
  • Performs various general administrative duties including but not limited to preparing reports, communicating with insurance companies, vendors, suppliers, equipment repair technicians, etc.
  • Schedules patient appointments and follow-up appointments in order to achieve an efficient schedule.
  • Maintains/adjusts schedule in order to reach daily, weekly, and monthly practice production/collections goals.
  • Submits insurance claims as necessary.
  • Maintains accurate reporting for all accounts receivable and outstanding patient and insurance payments due. 
  • Prepares draft documents and communication (written, email, etc.) on behalf of the doctor. 
  • Keeps team members informed of scheduling concerns. 
  • Demonstrates excellent interpersonal, communication, and customer service skills.
  • Always meets the standards of professional and ethical conduct.
  • Efficiently works and communicates with various team members.
  • Assists in cleanliness, maintenance, and upkeep of instruments, equipment, and facilities.
  • Assist with dental/medical emergencies as necessary.
  • Addresses problems and recommends effective solutions with the work supervisor at the appropriate time and place.
  • Maintains an exceptional level of cleanliness for reception and front office area.
  • Planned, tracked, and managed minor improvement projects.
  • Meets deadlines and works well under pressure and is very detail-oriented.
  • Perform other duties as assigned.
  • Lead by example and coach the team to provide exceptional patient experiences.
  • Maintain focus on a productive schedule that supports dentists and hygienists as they deliver high-quality patient care and exceptional experiences.
  • Work within budget guidelines to maintain supported office profitability.
  • Manage accounts receivables including timely and accurate insurance claim processing and patient billing.
  • Assist patients with applying for credit and other financial assistance.
  • Coordinate daily team huddles, weekly team meetings, and quarterly practice business meetings.
  • Provide ongoing feedback, training, and annual performance & salary reviews for team members within the practice.
  • Serve as the point person for office management duties
  • Schedule team members to ensure adequate shift coverage and facilitate requests for time off.
  • Maintain protocols and guidelines as they relate to patient privacy (HIPAA) and team member safety (OSHA).
  • Assist in the interviewing, onboarding, and training of new hires.

Job Benefits:
  • Dental Benefits
  • 401(k) with a Company Match
  • Paid Vacation and Holidays
  • Training and Development
  • Competitive compensation package 
  • Fun work atmosphere and positive culture
  • Opportunities to earn bonuses/incentives
  • Work on a high-performance team of A-players
  • Modern office equipped with the latest technology & digital radiography
  • Challenging assignment where you can play a key role

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