Patient Services Coordinator

2 months ago

Middleton, Wisconsin, United States First Choice Dental Full time
Job Overview

OBJECTIVE:

The primary aim is to optimize the daily functioning of the clinic by delivering outstanding service and communication to our patients. Key responsibilities encompass being the initial point of contact for friendly patient interactions; organizing patient appointments; ensuring precise and efficient scheduling; conducting treatment consultations, and providing exceptional patient support.

KEY RESPONSIBILITIES:

  • Demonstrate exemplary patient care.
  • Maintain a positive demeanor when engaging with both staff and patients, fostering teamwork.
  • Adhere to First Choice Dental's commitment to direct communication.
  • Execute tasks efficiently and ensure timely patient care.
  • Provide assistance at other locations when needed.
  • Uphold patient confidentiality and professionalism.
  • Propose initiatives for site improvement and efficiency.
  • Exhibit strong organizational skills and meticulous attention to detail.

DAILY TASKS:

  • Schedule patient appointments accurately via phone or in-person.
  • Answer incoming calls with a warm greeting.
  • Fill appointment slots in case of cancellations or openings.
  • Complete the appointment verification process.
  • Direct patients to the appropriate specialist or office based on clinical needs and insurance.
  • Verify insurance coverage for patients when necessary.
  • Review claims from the previous day for accuracy.
  • Process any patient payments received through the mail.
  • Generate end-of-day reports to ensure proper deposit balance.
  • Batch credit card transactions and verify all entries.
  • Submit daily deposits to the clinical administrator for approval.
  • Deliver cash deposits to the financial institution.
  • Confirm upcoming patient appointments.
  • Examine account ledgers and perform breakdowns to clarify patient balances.
  • Organize patient charts and documentation.
  • Monitor patient communication platforms.
  • Transfer charts as required.
  • Sort and distribute incoming mail.
  • Inactivate patient accounts upon request.

PATIENT CHECK-IN DUTIES:

  • Warmly welcome all patients.
  • Confirm the patient's information.
  • Check the patient's preferred communication method.
  • Inform clinical staff of patient arrivals.
  • Provide new patients with necessary paperwork.
  • Input new patient information and verify essential details.

PATIENT CHECK-OUT DUTIES:

  • Greet patients during the transition from clinical staff.
  • Ensure all treatments are recorded in the ledger.
  • Submit claims for the day's services.
  • Collect any outstanding balances.
  • Process third-party financing transactions.
  • Record payments.
  • Schedule follow-up appointments for patients.

FINANCIAL MANAGEMENT/TREATMENT PLANS:

  • Understand and comply with First Choice Dental's financial policies.
  • Address financial inquiries from patients.
  • Establish financial arrangements as needed.
  • Secure signed financial agreements for recommended treatments.
  • Provide patients with information regarding upcoming treatments (e.g., brochures, appointment cards, treatment plans).

INSURANCE MANAGEMENT:

  • Comprehend insurance coverage and effectively communicate it to patients.
  • Submit insurance pre-determinations and follow up with patients.
  • Complete new insurance breakdowns and submit them to the insurance department.
  • Review necessary attachments and address denied claims as needed.
  • Handle insurance appeals.

CONTINUING CARE DUTIES:

  • Reach out to patients overdue for recall appointments.
  • Make last-minute calls to fill hygiene schedules.
  • Adhere to continuing care protocols and review related hygiene appointments.

QUALIFICATIONS AND EVALUATION:

The qualifications listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION:

  • High School Diploma required
  • Associate Degree preferred

EXPERIENCE:

  • Minimum of two years of recent front office/support experience required.
  • High proficiency in computer usage and electronic communication preferred.
  • Experience with Dentrix software preferred.

SKILLS AND ABILITIES:

  • Strong interpersonal skills.
  • Excellent organizational and teamwork abilities.
  • Ability to prioritize multiple requests effectively.
  • Meticulous attention to detail and accuracy.
  • Effective written and verbal communication skills.

LICENSES / CERTIFICATIONS:

  • No specific licenses required.

DECISION MAKING:

  • Ability to prioritize tasks.
  • Willingness to respond to patient inquiries and requests.

BUSINESS RELATIONSHIPS:

  • Exhibit exceptional patient care and interact effectively with doctors, patients, vendors, visitors, team members, and the broader healthcare community.
  • Demonstrate a commitment to service, organizational values, and professionalism through appropriate conduct and demeanor.

CONFIDENTIAL INFORMATION:

  • All patient records, conversations, and benefit elections.

HOURLY WAGE:

  • Based on experience.

HOURS/WEEK:

  • Approximately hours/week.

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