Orthodontic Patient Coordinator Lead/Treatment Coordinator - Bilingual in Spanish

Must have dental front office experience 

Summary: The Patient Coordinator Lead (front office) performs audits, patient retention, schedules staff, enforces office policy, maintains the back office and performs administrative duties. The Treatment Coordinator is responsible for the ideal New Patient experience, Has the ability to follow the full assessment by the doctor. Spends time with the patients to answer questions related to treatment and fees. Someone who is responsible to ensure that patients leave well informed, with all their questions answered about treatment options and alternative fees introduced.

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 
• Career development  
• Professional and personal growth 
• Experienced leadership support 
• Fun and supportive team dynamic with events and celebrations 
• Excellent compensation and comprehensive benefit package

Pay Range: $16.00-$22.00  /hour (Based on experience)

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

TREATMENT COORDINATION

• New Patient appointments to maintain a full productive exam schedule every day
• At confirmation call, reminding patients to fill out paperwork if they have not already to ensure patient is seen in a timely manner
• Putting patients and parents at ease with a friendly meet and greet
• Discussion of treatment plan with patients/parents
• Documentation of diagnostic findings, detailed treatment recommendations and any other pertinent information discussed during the initial consultation by the doctor or treatment coordinator
• Explanation of office policies and procedures
• Schedules contract, records and any follow up appointments needed in Practice Management System
• Maintain and utilize recall system
• Monitoring treatment plans and case acceptance

Education and/or Experience:

• High school diploma or equivalent
• 1+ years of dental front office receptionist experience
• 6+ months of leading front office operations.
• Prefer someone with orthodontic treatment planning experience,  a plus
• 6+ months of sales experience, preferred
• Bilingual in Spanish is required