Dental Office Coordinator - APLA Health

POSITION SUMMARY:

Under the direction of the Dental Clinic Manager, the Dental Office Coordinators primary responsibility is to act in the best interest of the patient by providing patient-centered care. This includes ensuring the patient understands their treatment plan, insurance benefits, assisting with financial arrangements, preparing and sending specialty referrals, and coordination of appointments in a dental practice.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform the procedures of the dental clinic front office, including but not limited to the areas of:
  • Efficient Patient Service Care
  • Patient Registration
  • Casewatch Registration
  • Eligibility Verification
  • Appointment Scheduling
  • Communication of Dental Benefits to Patients
  • Incoming and outgoing referral processing
  • Patient Treatment presentation
  • Work with the clinical team to effectively manage daily patient flow
• Follow and demonstrate commitment to APLAs Health policies and procedures
• Create a welcoming environment in the front office
• Confirm and update patient demographic, insurance eligibility, health history, and other medical information using the Casewatch and eCW Dental software programs.
• Have patients complete all necessary forms and documentation necessary for registration purposes.
• Explain and Communicate benefits and dental needs with patients after examinations.
• Act as a mediator, assisting clients with understanding the limitations of certain services and assisting them in finding a solution to their concerns.
• Assist in keeping patients' appointments on schedule by notifying the back office of patients arrival.
• Answer telephone calls, make appointments, take messages, retrieve and monitor voice mail messages throughout the day.
• Manage and retrieve incoming faxes in RingCentral
• Coordinate transportation for patients as needed.
• Obtain a breakdown of benefits and eligibility by calling the patients Insurance Company
• Verify and record eligibility for the following Insurances and Manage Care plans: Medi-Cal, Liberty Dental, Access Dental, Health Net of California Dental, Cigna Dental, and Delta Dental, and all out-of-network plans
• Verify if the patient is eligible for services under the Ryan White HIV/AIDS Program or My Health LA program
• Update Casewatch eligibility every 6 months as required by the DHSP Program.
• Ensure that all eligible patients under the RW Program sign the service agreement form required by DHSP; the following documents are required: Proof of Income, Proof of Residency, Current Diagnosis Form ( Lab work for established patients)
• Coordinate and ensure all dental notes, referral information and required documentation is complete and submitted to the referral entity in a timely mannered.
• Act as the petty cash custodian for the dental clinic under the supervision of the Dental Clinic Manager.
• Collect payment from patients before services are rendered when necessary.
• Act as liaison between dental providers and Finance Department as it relates to billing.
• Assist with all Grant Funded Audits. Provide technical and administrative support for the auditors.
• Work closely with management regarding client grievances and concerns about treatment.
• Perform and assist as a chair-side dental assistant
• Assist in maintaining OSHA and HIPAA compliance.
• Assist in maintaining office and building fire/safety regulations.
• Present a professional front office environment for all patients and visitors in appearance, manner, and quality of work at all times.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

• Must be a high school graduate or equivalent
• A minimum of 1 year of recent and relevant experience working in the dental field and dental administration with a Dental Assistant Certificate or a minimum of 3 years of recent and relevant experience working in the dental field and dental administration without a Dental Assistant Certificate
• Experience with patient registration and financial screening
• Experience working with multiple benefits coverage programs, including private insurance and government programs
• Experience working in a Federally Qualified Health Center preferred
• X-ray license issued by the Dental Board of California or willing to get the license within the first 45 days of employment
• Bilingual (English/Spanish) preferred
• CPR Certified

Knowledge of:

• Working Knowledge of Microsoft Office Software
• Apply knowledge of ADA procedures and codes
• Knowledge of the principals and practice of modern dentistry
• General HIV/AIDS health issues
• General medical and dental terminology; current ICD and CPT coding
• Universal precautions and infection control
• OSHA and HIPAA regulations
• eClinicalWorks or similar electronic health record system
• DEXIS imaging software

Ability to:

• Respond with sensitivity, patience, and compassion to the special needs of the patients of our clinic
• Communicate effectively and courteously with tact, diplomacy, and poise
• Multitask efficiently
• Follow written and oral directions
• Maintain the patient appointment schedule efficiently
• Work independently and responsibly
• Work effectively as a team member in a busy medical/dental practice
• Be self-motivated and maintain the commitment to excellence of APLA Health

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting, and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

SPECIAL REQUIREMENTS:

Must possess a valid California drivers license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes. COVID-19 and Booster or Medical/ Religious Exemption required.

Equal Opportunity Employer: minority/female/disability/veteran.