Treatment Coordinator

Overview

The Dental Treatment Coordinator assumes a crucial role in ensuring optimal patient experiences by efficiently coordinating treatment plans, overseeing appointment schedules, and facilitating financial transactions. This position demands a blend of exceptional interpersonal skills, meticulous attention to detail, and an unwavering dedication to providing outstanding patient care. Additionally, this is considered a sales-oriented role, involving the closing, promotion, and facilitation of case acceptance to meet the office's financial objectives through patient treatment acceptance.

Responsibilities

Principal Duties and Responsibilities (Essential Functions**) :

• Patient Consultations : Conduct comprehensive initial consultations with new patients, gathering detailed medical and dental histories, addressing patient concerns, and introducing practice policies and services.
• Patient Advocacy : Collaborate closely with dentists and specialists to develop thorough treatment plans, presenting options to patients to enhance understanding of recommended procedures, timelines, and potential outcomes. Assist patients in comprehending the importance and urgency of recommended treatments while identifying and addressing any barriers to treatment completion.
• Financial Coordination : Estimate and communicate treatment costs, verify insurance coverage, and clarify insurance benefits, coverage limits, and co-payments. Guide patients through payment options, including financing and payment plans, ensuring transparency and clarity in financial matters.
• Financial Management : Demonstrate a comprehensive understanding of patient and practice financial needs by presenting fees, providing treatment estimates, and documenting financial arrangements. Maximize service acceptance by informing patients about treatment benefits, risks, and costs, emphasizing the value of necessary services relative to their cost. Monitor office case acceptance rates and collaborate with local management and support staff to achieve high acceptance percentages.
• Appointment Scheduling : Schedule appointments based on treatment plans, considering the urgency and complexity of procedures. Optimize scheduling efficiency, minimizing gaps and maximizing patient flow. Manage rescheduling requests and cancellations, ensuring alignment with treatment urgency and complexity.
• Insurance Coordination : Verify patient insurance coverage and eligibility, accurately submit insurance claims in a timely manner, and diligently follow up on outstanding claims, resolving any billing issues promptly.
• Patient Education : Educate patients on oral health, preventive care, and the importance of recommended treatments. Provide information about post-treatment care and maintenance to ensure optimal oral health outcomes.
• Communication and Engagement : Effectively communicate with patients, ensuring comprehension of treatment options and financial responsibilities. Use active listening and empathy to build rapport and trust with patients, engaging them in decision-making processes.
• Record Keeping : Maintain accurate and up-to-date patient records, including treatment plans, insurance information, and communication history. Ensure compliance with patient privacy regulations, such as HIPAA.
• Follow-Up and Support : Follow up with patients after appointments to ensure their satisfaction and address any concerns. Provide ongoing support and information as needed throughout the course of treatment.
  
  

Coordination of Care : Collaborate with dental professionals, specialists, and support staff to coordinate patient care. Facilitate communication among different members of the dental team to ensure seamless treatment delivery.

Work Environment

This position is based in a medical/clinical/office setting and involves regular use of standard office equipment, including computers, telephones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The employee will frequently engage in verbal communication and listening, stand for prolonged periods, walk, manipulate objects with their hands, and extend their arms to reach items. They may also need to lift and carry objects weighing up to 25 pounds regularly.

Competencies

• Quality of Work – Consistently delivers work of satisfactory quality and demonstrates a need for only moderate supervision.
• Initiative – Exhibits a robust work ethic, demonstrating a readiness to take calculated risks and prioritize achieving desired outcomes. Operates effectively with a moderate level of supervision.
• Communication – Displays proficient listening abilities by maintaining consistent eye contact, concentrating on the content being conveyed, and articulating thoughts clearly and thoughtfully during interactions. Possesses strong written and verbal communication skills.
• Customer Service – Demonstrates attentiveness and responsiveness towards the needs of others, handling challenging situations with patience, tact, and composure. Proficient in accurately identifying and anticipating needs, and adaptable in making adjustments to service delivery as required.
• Punctuality/Time Management – Consistently demonstrates reliability and punctuality by attending work, meetings, functions, and training sessions promptly. Ensures timely fulfillment of commitments that contribute positively to team objectives.
• Ensures Accountability – Maintains accountability by ensuring both oneself and others fulfill their commitments reliably.
• Action Oriented – Approaches new opportunities and challenges with a sense of urgency, high energy, and enthusiasm.
• Collaborates – Establishes collaborative partnerships and works effectively with others to achieve common goals. Actively engages in teamwork to accomplish tasks and fosters trust and support among team members.
  
  

Qualifications

Qualifications/Training:

• Previous experience in dental administra ti on, treatment coordina ti on, or a related field is preferred.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communications skills with a focus on customer service.
• Knowledge of dental insurance processes and billing.
• Familiarity with dental terminology and procedures.
• Proficient in using dental software and scheduling systems.
• Commitment to maintaining patient confidentiality and privacy.
• Previous sales experience highly preferred.
• To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.