Scheduler/Treatment Coordinator

Iowa Dental Associates•Knoxville, IA

2d•Onsite

About The Position

This role is primarily responsible for managing the dental office schedule and coordinating patient treatment. The Scheduler/Treatment Coordinator ensures patients are scheduled appropriately, maintains schedule productivity, fills openings, and confirms appointments. They are also responsible for training staff on scheduling policies and ensuring patients understand and schedule necessary treatments. This position involves coordinating communication between doctors and patients, assisting with patient inquiries (including insurance), organizing treatment plans, and presenting financial obligations to patients. General front office duties are also required.

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 any openings in the schedule due to cancellations or no-shows.
Confirm patient appointments to ensure they arrive.
Train other employees on scheduling policy and ensure adherence.
Ensure patients understand and schedule necessary treatment as a treatment coordinator.
Coordinate communications between doctors and patients.
Build and maintain a doctor/hygiene schedule.
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 patient care.
Facilitate communication between the front desk and clinical team regarding schedule changes.
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 conversations.
Manage doctor charts for treatment plans, conferences, letters, and phone calls.
Prepare financial treatment plans and present options to patients.
Assist with consultation appointments as directed by the doctor.
Make all financial arrangements with the patient after the doctor has concluded the consultation.
Oversee patient relations and handle patient complaints.
Explain office policy to patients.
Make follow-up appointments as needed.
Maintain the recall system, including running reports, sending notices, and making calls.
Send letters to inactive patients.
Set up appointments with specialists/general dentists and coordinate with their offices.
Track patient status within the system regarding treatment scheduling and deferrals.
Schedule patients for treatment after specialist/general dentist completion.
Take phone calls from patients or specialists/general dentists regarding treatment.
Meet with the doctor daily to review the schedule and important information.
Gather and accurately record insurance information from patients.
Ensure records are stored securely and handled in compliance with HIPAA regulations.
Accurately file patient information.
Arrange patient charts and radiographs for appointments.
Track cases and referrals.
Update insurance information for all patients.
Organize supporting materials for claim forms.
Assist with posting correct treatment codes for insurance billing.
Verify patient benefit eligibility and dental treatment history.
Monitor inventory and identify items for ordering.
Ensure all dental office equipment is functioning properly.
Participate 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.