Patient Care Coordinator, Orthodontics

Dental Depot Orthodontics Moore PLLC - Moore, OK 73160

Position Summary

The Patient Care Coordinator is responsible for guiding patients through the orthodontic treatment process by presenting the doctor's recommended treatment plan, explaining financial options, and coordinating insurance benefits and payment arrangements. This role provides education on orthodontic treatment, ensures accurate documentation, and collaborates with clinical and administrative teams to deliver exceptional patient experience while supporting the overall efficiency and success of the practice.

Essential Functions

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

• Reviews treatment plan with the orthodontist or Office Manager prior to presenting to patients.
• Create financial proposals based on each patient's insurance coverage, if applicable, and individual financial needs.
• Present the orthodontist's recommended treatment plan effectively with patients and/or their legal guardians, including applicable insurance coverage and financing options.
• Educate patients on their financial responsibilities based on their specific insurance coverage.
• Assist patients with third-party financing options utilized by Dental Depot, including Alphaeon and Care Credit.
• Create, submit, and follow up on Medicaid pre-authorizations.
• Accurately document financial arrangements on the patient account.
• Monitor and maintain patient accounts.
• Conduct patient recall activities and follow-up communication.
• Assists in converting eligible patients to same-day treatment.
• Understand and accurately utilize CDT codes.
• Operate assigned software systems proficiently, including Dolphin, Microsoft SharePoint, and Dental Bytes.
• Prepare and submit required reports accurately and within established deadlines.
• Communicate patient concerns promptly to the Office Manager or orthodontist.
• Communicate courteously and professionally with patients, parents/legal guardians, and clinical and administrative team members.
• Utilize effective conflict resolution and problem-solving skills to address interpersonal conflicts and patient concerns.
• Treat patients, visitors, and co-workers with respect, courtesy, and professionalism.
• Comply with all Dental Depot policies and procedures as well as OSHA and HIPAA regulations.
• Position may be required to relocate to other Dental Depot clinics either permanently or on a short-term basis due to office needs, on a as needed basis at the discretion of Management.
• Maintain regular and reliable attendance
• Performs other duties and responsibilities as assigned by supervisors or management to support the needs of the office.
• Incorporates doctor-prescribed treatment plan for general dentistry patients with insurance and financing.
• Communicates effectively with patients and/or legal guardian regarding proposed treatment plan and associated financial cost.
• Communicates effectively, courteously, and professionally with patients, parents/legal guardians, and clinical and administrative staff.
• Informs patient of their fiscal responsibilities with respect to their particular insurance coverage.
• Assists patients with third party billing systems utilized by Dental Depot, i.e., Care Credit.
• Reviews treatment plan with Doctor or Dental office Manager prior to presenting to patients.
• Understands and utilizes CDT codes.
• Posts and reviews general dentistry payments and procedures.
• Balances day sheet for general dentistry and closes the office at least one night per week.
• Works with administrative and clinical staff to assure that firm financial arrangements are made for patient treatment.
• Treats patients, visitors and co-workers with respect and courtesy.
• Proficiently uses conflict resolution and problem-solving techniques in managing interpersonal conflict and patient complaints.
• Efficiently operates assigned computer software (i.e., Eagle Soft, and Microsoft Office Suite).
• Prepares and delivers reports on time.
• Assists with commencing same day patient treatment and scheduling follow-up appointments.
• Create and follow up with Medicaid pre-authorizations.
• Prepare financial over the counter reports daily.
• Documents financial arrangements on the Patient Financial Arrangements form.
• Communicate patient concerns to Dental Office Manager or Doctor.
• Complies with:
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