Scheduler/Treatment Coordinator

Iowa Dental Associates•Knoxville, IA

1d•Onsite

About The Position

This is a full-time position primarily responsible for managing the dental office schedule and coordinating patient treatments. The role involves ensuring the schedule remains productive, filling openings, confirming appointments, and training staff on scheduling policies. As a treatment coordinator, the individual will ensure patients understand and schedule necessary treatments, coordinate communication between doctors and patients, assist with patient inquiries (including insurance), and organize treatment plans with financial obligations to gain patient acceptance. The position also requires assisting with general front office duties.

Requirements

High school diploma
Legible handwriting for communications
Knowledge of Dental Software a plus
Office experience desired
Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
Effective verbal skills to communicate with patients and staff
Team player
Able to adapt to office policy improvements
Conflict resolution experience
Customer service or patient relations experience
Quick response/accurate data entry
Communicate all concerns to Office Manager

Nice To Haves

Knowledge of Dental Software

Responsibilities

Manage the schedule of the dental office, ensuring patients are scheduled appropriately and the schedule remains productive.
Fill openings in the schedule due to cancellations or no-shows.
Train other employees on scheduling policy and ensure adherence.
Act as a treatment coordinator to ensure patients understand and schedule necessary treatments.
Coordinate communications between doctors and patients.
Build and maintain doctor/hygiene schedules.
Assist with patient inquiries, including insurance questions.
Organize and present patient treatment plans with financial obligations and obtain patient acceptance.
Assist with general front office duties.
Maintain the hygiene and doctor schedule for multiple clinicians.
Manage the schedule for optimal office efficiency and high-quality patient care.
Ensure active communication between the front desk and clinical team regarding schedule changes.
Confirm the next day’s appointments according to protocol and patient preferences.
Check the patient quick-fill list to fill cancellation and no-show appointment times.
Review the schedule daily, weekly, and monthly.
Utilize production block scheduling to maximize staff efficiency.
Conduct patient consultations.
Calculate fees for treatment based on various fee schedules.
Assist patients with financing options, insurance questions, and treatment concerns.
Notify patients when pre-estimates are received and schedule appointments after making financial arrangements.
Prepare treatment consent forms.
Record chart entries from phone or in-person conversations.
Manage doctor charts for treatment plans, conferences, letters, and phone calls.
Prepare financial treatment plans and present plan options to patients.
Assist with consultation appointments as directed by the doctor.
Make all financial arrangements with the patient after the doctor has left the consultation room.
Oversee patient relations and handle patient complaints according to office protocol.
Explain office policy to patients.
Make follow-up appointments as needed.
Maintain the recall system, run reports, send recall cards, and make calls.
Send letters to inactive patients.
Set up appointments with specialists/general dentists if indicated.
Coordinate with specialist’s/general dentist’s office, sending necessary information.
Ensure the office knows the patient's status in the system at all times.
Take phone calls from patients or specialists/general dentists with treatment questions.
Meet with the doctor daily to review the schedule and items needing attention.
Gather and accurately record insurance information from patients.
Ensure records are stored securely and handled in compliance with HIPAA.
Accurately file patient information.
Arrange patient charts and radiographs for the next day’s appointments.
Track cases and referrals.
Organize supporting materials for claim forms.
Assist with posting correct treatment codes for billing insurance.
Verify patient benefit eligibility and dental treatment history.
Monitor inventory and list items to be ordered.
Ensure all dental office equipment is working properly.
Be an active participant in staff meetings.
Perform other tasks as assigned by the office manager.
Sort, organize, and distribute mail.
Prepare and send new patient and referral thank-you letters.
Prepare and send continuing care notices.
Prepare and send other necessary correspondence.