Pediatric Dental Front Office Job in Huntersville, North Carolina

(Job ID: 521756)

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Description

Job Title: Patient Care & Financial Coordinator Job Summary: The Patient Care & Financial Coordinator is responsible for providing exceptional customer service to patients while managing scheduling and financial responsibilities for the practice. This role ensures seamless patient flow, maintains the integrity of the schedule, and handles financial duties including insurance verification, payment collections, and contract management. The coordinator will serve as a liaison for patient concerns and trends within the schedule, while also managing and maintaining the financial health of patient accounts. Key Job Responsibilities/Essential Functions: Patient Care Coordinator Duties: • Provide outstanding customer service by making the patient the #1 priority and fostering a positive experience for all patients. • Answer phones promptly with a professional and courteous demeanor and respond to patient inquiries with empathy. • Maintain a culture of teamwork to ensure smooth operations and an extraordinary patient experience. • Address patient questions and concerns, collaborating with clinical staff, management, or the Patient Care Coordinator Lead when necessary. • Schedule appointments according to practice guidelines, ensuring the optimal patient flow and filling cancellations as needed. • Confirm scheduled appointments and notify clinical staff of patient arrivals and any necessary adjustments to the schedule. • Assist patients in completing new patient health history forms and ensure patient information is accurately entered into the practice's software. • Present financial arrangements and options to patients in a positive and compliant manner. • Maintain the integrity of the daily schedule to ensure smooth clinic operations. • Collaborate with Insurance Personnel to verify coverage and fee schedules within 48 hours of a patient’s appointment. • Collect payments at the time of service and post charges and payments accurately to patient accounts. • Guide patients through any financial questions or issues they may have in a calm, professional manner. • Encourage existing patients to refer friends and family and ensure that patient feedback (e.g., surveys, Google reviews) is actively collected. • Participate in daily team huddles and follow all practice policies and procedures to ensure a smooth operation. Financial Coordinator Duties: • Create, activate, and maintain all patient contracts for orthodontic and pediatric services at all locations. • Actively manage and work the A/R Report for <90 days as directed by Practice Lead, Doctors, and/or Management. • Prepare the Financial Day Sheet daily, collaborating with Patient Care Coordinators to ensure accurate financial data for patient care. • Maintain and execute weekly and monthly OrthoBanc reports, troubleshooting patient issues, as necessary. • Conduct contract audits to ensure financial status and setup are correct and accurate. • Update financial patient information for both orthodontic and pediatric patients. • Serve as the primary point of contact for all financial issues or complications, resolving concerns with professionalism and efficiency. • Provide assistance and education to team members regarding patient accounts and Dolphin software. • Work closely with the Practice Lead and Doctors to resolve financial discrepancies and ensure a smooth financial workflow. Daily Responsibilities: • Prepare the Financial Day Sheet 24-48 hours in advance to ensure all contracts are activated and payments are collected. • Confirm that all orthodontic financial contracts are activated correctly and set up with OrthoBanc. • Review the daily schedule to ensure all contracts are active, payments are collected, and financial notes are updated in the system. • Verify and submit insurance claims for both orthodontic and pediatric services. • Proactively manage A/R for both orthodontic and pediatric patients, focusing on 30-90 days delinquent accounts. • Monitor OrthoBanc reports, ensuring accurate transactions and resolving failed payments. Miscellaneous Responsibilities/Reports: • Maintain confidentiality and ensure HIPAA compliance in all aspects of patient care and financial management. • Regularly complete tasks such as sending referral letters, managing the missed appointment list, and updating patient information. • Collaborate with all team members to ensure a smooth, well-organized practice. Skills and Qualifications: • A minimum of a high school degree or equivalent is required. • At least 3 years of customer service experience, preferably in a professional, medical, or dental environment. • Knowledge of dental software systems and Microsoft Office Suite is a plus. • Strong decision-making skills and the ability to resolve conflicts professionally. • Superior communication and interpersonal skills, including the ability to manage financial conversations with patience and clarity. • Strong organizational and analytical skills, with the ability to handle multiple tasks in a fast-paced environment. • Experience with dental insurance, Medicaid, and payment processing is highly desirable. Working Conditions: • Dental office environment with varying work hours based on office schedule and business needs. • Ability to sit for extended periods and work on a computer. • Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.