Insurance Dental Front Office

About the Role
The Insurance/Financial Coordinator is responsible for calculating office production and collection goals, while managing the cycle of patient treatment from clinical diagnosis to completion of treatment while meeting or exceeding the standard of care.

What You'll Do
• Greet & check in patients by name and with a smile
• Update patient’s information if any changes
• Alert the clinical team via Venga as soon as patients arrive or if any changes to the schedule
• Inform patients if the clinical team is running late
• Seat patients when needed
• Call any patients that are over 5 minutes late
• Document all no shows and same day cancellations in the patient’s ledger
• Answering phones prior to 3rd ring by identifying yourself & the doctor’s office in a pleasant manner
• NP Calls – fill out NP Info Sheet & do breakdown if Kelly isn’t available
• Screen all emergency calls for level of urgency & offer NP’s a progeny as well if opening
• Take clear written messages when necessary/make sure messages are given to recipient
• Dismissing patients which includes confirming what was done, setting complete the appointment, creating & presenting treatment plans, making next visit(s), collect co-pays, note date of NV on route slip and in ledger
• Contact patients to fill openings in the schedule & meet production goals
• Reschedule doctor/hygiene patient appointments when Dr. Ingram or Hygienist will be out of the office
• Educate patients on their insurance, treatment, financial options
• Manage your assigned Dental Intel Follow ups
• Open & close office checklist duties
• Open & disperse mail
• Organizing Invoices/Statements for Dr. Ingram
• Maintain postage meter
• Prepare agenda for monthly team meetings by printing out previous notes & current topics
• Holiday decorations – This was given to Linda
• Type monthly events & hang in breakroom
• Annually shred 2-year Dayend reports and Delta EOB’s
• Create Family Files after scheduling NP appointments, enter insurance information, do breakdown if Kelly is not available
• Make appropriate changes to the schedule as a result of the huddle
• Preparing for the next day’s schedule which includes confirming the procedures that they are scheduled for by checking to see what they are eligible and due for, check to see if they have a patient photo and if not, send them a request via Modento, ensure that all lab cases are back, note if any paperwork needs to be signed, monies due and what their next priority is
• Familiarize yourself with patient notes, completed treatment, uncompleted treatment, medical alerts
• Check to see if we have necessary x-rays & photos for billing purposes
• Clean up existing alerts & Continuing Care Box & add Comfort Menu alert
• Send Thank you cards to patients that referred new patients, ideally daily
• Follow up with patients for unscheduled treatment and/or balances due
• Ensure patient conversations and/or contact attempts are documented
• Prepare for Treatment Consultations by working with Dr. Ingram on prioritizing treatment and number of necessary visits
• Ensure all treatment plans are accurate and have signed arrangements
• Update tx presented & accepted spreadsheet
• Reconcile each provider’s production. Reconcile collections which includes getting deposits ready by running paper checks through the bank scanner
• Run Dayend Reports
• Fill in financial spreadsheets for P&C + bonuses
• Send all claims with proper attachments and documentation/narratives
• Post insurance any patient payments that were paid through website, Modento & Kleer
• Handle tasks in Lassie portal. If there is a balance after posting insurance payments, immediately research. Need Adjustment/discount? Was something denied? Resubmit to insurance? Was tx estimate inaccurate? Send statement if patient’s responsibility.
• Handle insurance problems, appeals and denials
• Handle failed Kleer payments
• Annually check for PPO fee negotiations
• Complete spreadsheet reports and send to accountant on a monthly basis
• Print Procedures not attached on a weekly basis
• Print Insurance Aging on a monthly basis
• Print Aging on a monthly basis
• Print Credit Balance report and alert doctor of any patient/insurance refunds
• Print NP report monthly
• Manage the Unscheduled List or use Dental Intel Follow ups
• Manage the Outstanding Pre-authorization & Outstanding Treatment Plans Report or use Dental Intel Follow ups
• Ensure that all patient’s information is accurate in Dentrix
• See that records are securely stored and handled in compliance with legal requirements, including the HIPAA privacy and security regulations if applicable
• Add patient photos to the patient’s account that are emailed from the back office
• Utilize Venga to ensure and increase office communication
• Perform other tasks assigned by the dentist
• Assist co-workers when needed
• Encourage patient reviews and patient referrals
• Promote a team concept by interacting with others in the office
• Use your time effectively when taking on assigned or unassigned tasks
• Be a team player
• Good interpersonal skills to maintain effective rapport with patients, dentist, and coworkers
• Effective verbal skills to communicate with patients and team members
• Being able to work as part of the team regardless of work title
• Ability to promote dental health