Dental Coordinator

Department: ClinicalFLSA: Varies by positionReports to: Dental ManagerApproved Date: July 15, 2024Summary: Under the direction of the Dental Manager, the Dental Coordinator is responsible for coordinating all aspects of dental treatment plans, including incomplete plans, referrals, and prior authorizations. This role includes supporting all dental services, ensuring efficient communication, record-keeping, inventory control, and high-quality patient care. The Dental Coordinator will also assist in identifying issues with processes and help develop processes to ensure timely patient care and manage both internal and external referrals and prior authorizations. Essential Duties and Responsibilities: Communication: Conveys information accurately and efficiently. Written communication is direct, concise, and easy to understand. Ability to speak clearly and conciselyDecision-making: Gathers necessary information to make good and timely decisions. Uses sound judgment and instincts. Directing others/Delegation: Assesses other staff member abilities and provides coaching and recognition. Planning/Priority setting: Organizes tasks and objectives in order of importance, timing, and predicted results. Works within measurable goals and outcomesProblem solving: Works systematically to solve problems. Develops reasonable and timely resolutions. Ability to make suggestions on workflow or systems. Initiative: Takes prompt action to accomplish objectives. Seeks to resolve problems without being asked. KEY FUNCTIONS: Coordinate all aspects of incomplete treatment plans in a timely manner to ensure patients receive the care they needVerify insurance coverage and obtain prior authorizations for services as required by individual insurance plansCoordinate with the billing department and/or dental clinical staff as needed on prior authorizations, handle denied authorizations and ensure proper management of claimsEnsure task box is managed efficiently, answering questions from support center staff regarding dental patientsCommunicate information and updates to patients and providersDocument care coordination, telephone calls, and other relevant clinical information in EHRAssemble paperwork and requested medical information and submit to specialty offices as needed for referrals or other patient coordination effortsEnsure specialists accept the patient’s insurance planEstablish and maintain professional relationships with all staff, providing excellent customer serviceInform leadership of concerns, backlogs, or insurance issuesCorrespond with dental staff to ensure effective communication and schedulingPlan and manage the infection control plan to meet OSHA, CDC, and ADA standardsSupport and assist with special community outreach care programsPrepare and mail follow-up correspondence to parents or patientsCall/correspond with parents to schedule students/patients with healthcare needs for office or telehealth visitsAssist providers in ensuring all patient records and documents are accurately completed and filedMaintain patient confidentiality at all timesIf credentials allow, provide clinical coverage as needed to fill temporary gaps in staffing REFERRAL MANAGEMENT: Document in the patient’s record the referral to specialty services, including the date of referral, name of the provider, and scheduled appointment dateTrack dental specialty referrals using the Grace Health Referral Tracking processMonitor the performance of specialty providers, ensuring quality care and removing any provider who does not meet standardsEstablish formal or informal referral agreements with specialistsManage referral agreements with specialists in more remote locations if local specialists are unavailable PRIOR AUTHORIZATION (PA): Monitor treatment plans for services that require prior authorization, and initiate PA process according to Standard Operating Procedure (SOP)Work PA by collaborating with dental clinical and billing staff to (re)submit the required informationCommunicate with patients and staff as necessary to move through the PA process and ensure the patient receives the treatment they needMonitor in-progress PA requests to ensure timely documentation and follow-up OTHER SERVICE LINES: Assist with coordination with schools to schedule patients, check eligibility and benefits, enter demographics, scan documents, or abstract data as needed Work with other entities to coordinate care with our clinic sites, such as scheduling appointments, coordinating paperwork, and communication with the entity for coordination of care, billing, and other needs. Other Essential Duties and Responsibilities: Grace Health recognizes that managing patient care is a team effort involving both clinical and non-clinical staff. All employees must embrace a team-based approach to patient care and understand that each role is important to our successTeam members must demonstrate excellent communication and coordination skills to provide quality patient careCare coordination includes communication with community organizations, health plans, facilities, and specialistsCare team members must understand and embrace the concept of population health management and proactively address the needs of patients and families served by the practiceTeam members must demonstrate the skills and knowledge necessary to communicate effectively with vulnerable patient populationsTeam members must participate in Continuous Quality Improvement (CQI) activities within the organization to ensure patients receive high-quality careAll team members will be involved in improving quality outcomesTeam members will participate in the review and evaluation of practice performance and help identify opportunities for improvementTeam members will participate in Grace Health's advocacy program General Duties: Follows all organizational policies and procedures, including administrative, clinical, quality assurance, and personnel policiesMaintains satisfactory attendance, including attendance at meetings and completion of assigned tasksMaintains timely documentation of all work assignmentsMaintains patient confidentialityRoutinely keeps the supervisor informed regarding attendance and job assignmentsDemonstrates flexibility and the ability to multitaskWorks effectively and efficientlyWorks cooperatively with providers, administration, and peers Qualification Requirements: To perform this job successfully, an individual must be able to support and advance Grace Health's mission while satisfactorily performing each essential duty. The requirements listed below represent the knowledge, skills, and abilities required for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Skills: Pleasant personality and professional demeanorCooperative attitude and flexibilityDetail-oriented with the ability to work with minimal supervisionHighly organized with the ability to prioritize tasksIntermediate computer skills with Microsoft Word and ExcelFamiliarity with Electronic Medical RecordsStrong communication, decision-making, and problem-solving skillsAbility to manage multiple tasks and maintain professional relationships Education and/or Experience: High school diploma or equivalent requiredExperience with dental services, referrals and authorizations preferredAt least 1 year of dental office experience preferredBasic Life Support (BLS) certification requiredParticipation in continued education Physical Demands: The physical demands described herein represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, and use hands to finger, handle, or feel objects, tools, or controls. The employee occasionally is required to reach with hands and arms, stoop, kneel, crouch, or crawl, and taste or smell. The employee must occasionally lift and /or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment: Grace Health is a faith-based, federally qualified health center (FQHC). We provide primary healthcare services to underserved, underinsured, and uninsured individuals throughout southeastern Kentucky. Our mission is "to show the love and share the truth of Jesus Christ to southeastern Kentucky through access to compassionate, high-quality primary healthcare for the whole person." The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. The noise level in the work environment is typically moderate. Grace Health provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Powered by JazzHR 9NphqEPDlo