Patient Scheduling Coordinator

Dental Depot•Oklahoma City, OK

About The Position

This role is responsible for discussing doctor-proposed treatment plans and associated costs with patients and/or their legal guardians for general dentistry. The Patient Scheduling Coordinator informs patients of their financial responsibilities, assists with third-party billing systems like CareCredit, and reviews dental records for proper coding, including the utilization of CDT codes. This position requires close collaboration with administrative and clinical staff. The essential functions include incorporating doctor-prescribed treatment plans with insurance and financing, communicating effectively with patients and staff, and managing patient recall. The role also involves operating specific computer software, preparing reports, commencing same-day treatments, scheduling follow-ups, and handling Medicaid pre-authorizations. Additionally, the coordinator is responsible for documenting financial arrangements, addressing patient concerns, managing appointments, and ensuring compliance with company policies and regulations (OSHA, HIPAA). The position may require relocation to other clinics as needed. Regular and reliable attendance is mandatory.

Requirements

High School Graduate or General Education Degree (GED): Required
No prior experience necessary
None (Certifications & Licenses)
Efficiently operates assigned computer software and other equipment, including Eaglesoft and Microsoft Office Suite.
Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment if employee operates any Company owned vehicles or drives their own personal vehicle for Company business purposes.
Understands insurance frequencies/downgrades and guidelines including Medicaid.
Has understanding of secondary insurance and coordination of benefits.
Responsible for over the counter collections.
Familiar with 10 key or calculator.
Must have knowledge of CDT Codes and pass the bi-annual Dental Depot CDT codes test.
Accountability - Ability to accept responsibility and account for his/her actions.
Accuracy - Ability to perform work accurately and thoroughly.
Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
Adaptability - Ability to adapt to change in the workplace.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
Detail Oriented - Ability to pay attention to the minute details of a project or task.
Empathetic - Ability to appreciate and be sensitive to the feelings of others.
Energetic - Ability to work at a sustained pace and produce quality work.
Responsible - Ability to be held accountable or answerable for one’s conduct.
Enthusiastic - Ability to bring energy to the performance of a task.
Self-Motivated - Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
Friendly - Ability to exhibit a cheerful demeanor toward others.
Judgment - The ability to formulate a sound decision using the available information.
Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
Persistence - Ability to complete tasks or continue in a course of action in spite of opposition or discouragement.
Working Under Pressure - Ability to complete assigned tasks under stressful situations.
Safety Awareness - Ability to identify and correct conditions that affect employee safety.
Patience - Ability to act calmly under stress and strain, and of not being hasty or impetuous.

Responsibilities

Discuss doctor-proposed treatment plan and associated cost with patient and/or legal guardian for general dentistry patients.
Inform patient of their fiscal responsibilities, if applicable.
Understand and assist patients with third party billing systems, i.e., CareCredit.
Review dental records for proper coding.
Understand and utilize CDT codes.
Work closely with administrative and clinical staff.
Incorporate doctor-prescribed treatment plan for general dentistry patients with insurance and financing.
Communicate effectively, courteously, and professionally with patients, parents/legal guardians, and clinical and administrative staff.
Assist patients with third party billing systems utilized by Dental Depot, i.e., CareCredit.
Review treatment plan with Doctor or Dental office Manager prior to presenting to patients.
Conduct general dentistry patient recall.
Treat patients, visitors and co-workers with respect and courtesy.
Proficiently use conflict resolution and problem-solving techniques in managing interpersonal conflict and patient complaints.
Efficiently operate assigned computer software (i.e., Eaglesoft, and Microsoft Office Suite).
Prepare and deliver reports on time.
Assist with commencing same day patient treatment and scheduling follow-up appointments.
Create and follow up with Medicaid pre-authorizations.
Document financial arrangements on the Patient Financial Arrangements form.
Communicate patient concerns to Dental Office Manager or Doctor.
Respond to telephone calls promptly to establish or confirm appointments.
Collect new patients’ data for insurance verification.
Schedule, reschedule, and cancel appointments as needed.
Comply with: Dental Depot policies and procedures; OSHA policies, procedures, rules, and regulations; and HIPAA policies, procedures, rules, and regulations.
Maintain regular and reliable attendance.