Patient Coordinator Lead

Summary The Patient Coordinator Lead (front office) performs audits, patient retention, schedules staff, enforces office policy, maintains the back office and performs administrative duties.

At CHOICE Healthcare Services, our mission is to provide everyone access to the healthcare they need. CHOICE is the largest provider of pediatric dental care in the Southwest United States, and we pride ourselves on delivering high quality care to children in our communities.

What we provide to you as a CHOICE teammate

• Care for your wellbeing and work-life balance
• Professional and personal growth
• Experienced leadership support
• Fun and supportive team dynamic with events and celebrations
• Comprehensive benefit package
  
  
  

Essential Duties and Responsibilities include the following. Other duties may be assigned.

AUDITS

• Reviews charts daily in dental software.
• Processes new patient paperwork and ensures it is scanned in & uploaded to the patient chart.
• Checks for spelling accuracies and audits charts for accuracy. Every patient must have a referral source entered.
  
  
  

AUDIT SPREADSHEETS

• Resolves daily audits by facilitating the team member to correct the audit or identifying who the team member is and noting their name along with the resolution. It’s important that you have team members responsible for reconciliation measures.
  
  
  

STAFF SCHEDULING

• Tracks back & front office work schedules, ensuring appropriate staffing for daily coverage, coordinates days off, communicates and approves requested days off, monitors assistant approved OT hours, and tracks hours so assistants work according to schedule.
  
  
  

PATIENT RETENTION

• Manages the Unscheduled, Planner Tracker and Recare Lists.
• Responsible for the Patient Retention program.
  
  
  

ENFORCE OFFICE POLICY

• Reviews of the CHOICE Healthcare Services Manual & Policy Notice.
• Enforces, reviews and applies CHOICE Employee Manual & Policy Notice criteria by discussing it with the team and/or reporting issues to supervisors for further action. (Ex dress code, eye protection, using proper coverage while taking x-rays, not brushing their teeth after clocking in from lunch, etc.)
  
  
  

MAINTAIN BACK OFFICE PRODUCTIVITY

• Maintains office flow, minimum patient wait time of no more than 15 min in waiting room and no more than 1 hour total chair time in back office.
• Utilizes down time to recover ops, open bay, and sterilization.
  
  
  

ADMINISTRATIVE DUTIES

• Answers phones, greets patients, confirms appointments, processes treatment planning and collects co-payments.
• Communicates effectively and professionally with patients, visitors, physicians, and coworkers.
• Schedules & confirms appointments with patients.
• Interacts with others in a positive, respectful, and considerate manner.
• Uses facility resources appropriately and avoids wasteful practices.
• Analyzes work areas and makes recommendations for potential cost-effective improvements.
• Reports observed or suspected medical emergencies, notifies appropriate personnel, and responds appropriately.
• Identifies facility emergency situations (e.g., fire, disaster) and notifies appropriate personnel and external agencies.
• Serves as telephone operator for facility; routes incoming calls correctly and takes accurate messages when unable to connect caller to requested party.
• Receives and distributes all mail and special deliveries.
• Greets & checks in patients and provides necessary paperwork for completion.
• Prints out all labels, forms, etc., for patient charts and assembles charts before appointment.
• Manages Customer Service Program.
• Assists dentist with special projects and any other miscellaneous office/clerical duties as needed.
• Checks emails and voicemails and returns accordingly.
• Regular, predictable attendance is required.
• Ability to get along and work effectively with others.
• Submit Daily Report Sheets
• Submit Inventory Invoices and Sheets
  
  
  

Education and/or Experience

• High school diploma or equivalent
• 1+ years of healthcare or dental front office receptionist experience
• 6+ months of leading front office operations.
• Bilingual in Spanish, preferred