Surgery Center Coordinator

The Scheduling Coordinator at Children's Dental Surgery is responsible for coordinating all aspects of hospital-based dental procedures, including scheduling Operating Room time, obtaining authorizations, preparing documentation, and submitting accurate billing. This role acts as a liaison between the dental practice, hospital surgical services, anesthesiology, and insurance providers to ensure smooth and compliant case management for dental patients undergoing treatment in the OR.

Responsibilities

• Schedule dental surgical cases at affiliated hospitals or surgical centers, coordinating with OR schedulers, anesthesia departments, and hospital intake staff.
• Communicate with dentists and dental assistants to confirm treatment plans, case duration, and equipment/supply needs.
• Ensure all pre-operative documentation is completed and submitted (e.g., history and physical, consents, medical clearances).
• Cook up transportation, pre-op instructions, and post-op care instructions with families/caregivers as needed.
• Track and manage the OR block schedule, waitlists, and rescheduling due to hospital changes or patient needs.
• Authorize and verify patient insurance eligibility and benefits for hospital-based dental services and general anesthesia.
• Obtain pre-authorizations or prior approvals for OR procedures, including medical necessity documentation.
• Work with referring physicians, pediatricians, or specialists when additional documentation is needed for justification.
• Prepare and submit billing claims for hospital-based dental procedures, including CDT and medical (CPT/ICD-10) coding when applicable.
• Cook up coordination with hospital billing teams to ensure correct billing for facility and anesthesia services.
• Follow up on insurance claims, denials, and patient balances related to OR cases.
• Maintain detailed records of submitted claims, payments, and correspondence.
• Serve as the primary point of contact for patients, families, and caregivers regarding OR scheduling, insurance, and logistics.
• Educate patients on out-of-pocket costs, billing timelines, and financial assistance options if applicable.
• Work closely with dentists, dental assistants, and practice managers to ensure efficient case flow and documentation accuracy.

Qualifications

• A high school diploma or GED.
• Two (2) or more years of experience in medical or dental billing, with knowledge of insurance authorization processes.
• Familiarity with CDT, CPT, ICD-10 coding, and billing software (e.g., Dentrix or hospital EMRs).
• Strong organizational skills, with the ability to manage multiple priorities and schedules.
• Excellent interpersonal and communication skills; ability to work with children and families from diverse backgrounds.

Preferred Qualifications

• Prior experience coordinating hospital-based dental surgeries or procedures for pediatric/special needs patients.
• Certification in medical/dental billing and coding (e.g., CMRS, CPC, or equivalent).
• Bilingual or multilingual preferred (Spanish, ASL, or other languages relevant to your patient population).
• An associate’s degree in healthcare administration, Medical Billing, or related field preferred.

We offer a comprehensive benefits package designed to support you in every aspect of your life. Here’s what we provide:

• Medical and Vision Insurance: You’re eligible starting the first month after you join.
• In-house Dental Coverage: Enjoy this benefit with $0 premium.
• 401(k) Plan with Company Match: We help you plan for your future with our matching program.
• Generous Paid Time Off and Holidays: Take the time you need to relax and recharge.
• Employee Referral Program: Earn rewards for bringing talented individuals to our team.
• Big savings, big perks: Enjoy exclusive discounts on everything from restaurants and travel to movies and more with our employee discount program.
• Pet Insurance: We understand the importance of furry family members too.
• Cutting-edge Technology and Training: We provide the tools and resources you need to excel in your role.
• Life and Disability Insurance Options: Protect yourself and your loved ones with our coverage options.

Join Children's Dental Surgery, where we blend excellence in pediatric dental care with compassion in a hospital-like setting across Philadelphia, Lancaster, Malvern, and Bethlehem, PA. Our team of board-certified pediatric dentists, anesthesiologists, and nurses ensures every child receives top-tier care with precision and compassion.