Dental Clinic Coordinator

ST ANN CENTER FOR INTERGENERATIONAL•Milwaukee, WI

1d•Onsite

About The Position

St Ann Center for Intergenerational Care is a nonprofit organization that provides community-based health and educational services for children and frail adults and to serve as a resource and support for caregivers. The Center, sponsored by the Sisters of St. Francis of Assisi, reflects Franciscan values in meeting the spiritual, psychological, social, and physical needs of all who participate, regardless of faith, culture, or ability to pay. The Dental Office Coordinator position is a Full Time role responsible for managing patient experience, front desk operations, patient records, HIPAA compliance, billing, insurance, revenue cycle management, clinic operations, and administrative leadership.

Requirements

Proficiency in Dentrix, including scheduling, billing entries, documentation, and patient record management
Strong understanding of dental and medical terminology and familiarity with clinical workflows
Excellent communication skills, with the ability to interact professionally with patients, staff, and external partners
Demonstrated management abilities, including staff coordination, training, and workflow oversight
Shall be at least 21 years of age
Associate Degree in Business, Health Care Administration or related field
2 years of experience managing a dental/medical clinic
Demonstrated proficiency in MS Outlook, Excel, Word, and PowerPoint

Responsibilities

Serve as the primary patient contact; manage check-in/check-out and ensure a welcoming, professional experience at every visit.
Schedule new patients, follow up on unscheduled treatment, and send appointment reminders for dental and therapy visits.
Coordinate surgery appointments, arrange history & physicals with the surgery department, and distribute welcome packets and physician referral forms.
Answer and route all incoming calls promptly, maintaining professionalism in every interaction.
Keep the front office and patient lobby clean, organized, and compliant with infection control and COVID-19 protocols.
Maintain accurate patient records in Dentrix — scheduling, clinical documentation, and billing — with strict attention to data integrity.
Ensure the HIPAA Notice of Privacy Practices is provided, signed, and documented for all patients.
Oversee secure storage, maintenance, and backup of all practice data per HIPAA regulations.
Manage the full revenue cycle: claim submission, insurance payment posting, denial management, prior authorizations, and follow-up on outstanding balances.
Prepare billing statements, ensure coding accuracy, and manage forward portal processes to support financial performance.
Review treatment financial plans with patients, establish financial agreements, and handle sensitive outreach on unpaid balances.
Credential providers with insurance networks and keep profiles, licenses, and certifications current.
Optimize provider schedules to maximize clinical utilization and maintain full daily capacity.
Lead staff training and development, ensuring the team is current on clinic protocols and best practices.
Address clinical and operational issues promptly; troubleshoot equipment, coordinate repairs, and sustain an efficient workflow.
Manage office supply inventory, compile grant-related reports, and lead marketing and community outreach efforts aligned with the clinic's mission.
Perform additional duties as assigned in support of clinic and leadership priorities.