Petaluma Health Center Inc Dental Receptionist (PCC) - Bilingual in Petaluma, California
Summary: The Dental Patient Care Coordinator is the initial resource person for patients entering the Petaluma Health Center Dental Clinic, and sets the tone for welcoming patients. Responsible for managing all aspects of the practice’s schedule. Responsible for managing a variety of other duties related to prospective and existing patients, including coordinating all elements before, during, and following the patient appointment.
Areas of Responsibility:
Responsible for greeting, timely patient registration, check in and check out procedures
Introduce new patients to the practice by going over health history, explaining the doctor’s examination, and describing any other features about the practice that should be highlighted
Conducts treatment consultations with all new patients and with existing patients when new treatment plans are created
Assists patients with transportation needs
Appropriately refers patients to Outreach for program eligibility determination
Educates patients about our sliding scale program and collect application information
Performs a variety of miscellaneous clerical tasks as time permits
Follows established practice phone scripts
Answers phone with a pleasant voice in a timely manner and routes and addresses calls appropriately
Schedules appointments according to policy and scheduling templates. Maintains the practice schedule on a daily basis
Works with their supervisor to develop policies for patients surrounding the schedule (i.e. cancellations, confirmations, patients who arrive late, emergency appointments)
Responsible of the practice’s new patient appointment system and the practice’s emergency appointment system
Actively manages no shows; Follows-up with all cancelled or failed patient appointments to reschedule
Reviews the schedule each day with appropriate team members
Responsible of the practice’s confirmation system to ensure patients are confirmed for appointments
Responsible of the practice’s recall system, to ensure patients are scheduled for continuing care appointments
Schedules appointments for referrals
Prepares for all patient appointments by checking eligibility, collecting dental benefit information, sending all necessary paperwork
Confirms all patient appointments
Ensures that patient records are accurate and complete, and that patient confidentiality is strictly maintained in accordance with Petaluma Health Center’s confidentiality policies and procedures
Understands the practice’s policy on working with dental benefit plans and is prepared to educate patients on their dental benefits. Coordinates this effort with their supervisor
Proficient with the phone system and the call flow; uses it efficiently and effectively
Informs clinical staff and the doctor(s) of changes to the schedule each day and throughout the work-day
Communicates with the supervisor to determine patients on the daily schedule with outstanding balances or who are in need of a financial consultation or treatment consultation
Office Dental Systems
Accurately captures Patient demographic, Insurance and structured data into Dentrix at each patient encounter. Closely follows the Patient Check-In and Check-Out Policies
Timely follows up on eCW telephone encounters routed by supervisor. Documents outcomes.
Checks insurance eligibility and co-pays, etc
Tracks lab cases regularly
Accepts payments, issues receipts, ensures safe keeping of all cash, checks and payments received.
Posts charges, payments, and adjustments. Runs daily deposit report and reconciles cash
Monitors and tracks all unaccepted treatment plans and follows-up with patients in a timely manner
Keeps the dental record up to date; works on CC list, ASAP list, Active/Inactive list, Referrals list, Unscheduled treatment plans as delegated
Uses the Office Journal and the Document Center to store and organize important patient and visit information
Familiar with access of PHC programs including Medi-Cal and CHDP. Provides patients with outside resources if needed
Makes sure informed consent is attached to all treatment planned procedures as well as all pertinent office policies
Creates and maintains computerized patient records
- Performs other duties as assigned by their supervisor
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
High school graduate or equivalent
Minimum of 1 year experience in a health care related field or customer service experience
Experience providing strong customer service
Dental experience preferred
Excellent communication and customer service skills
Exceptional organizational skills
Ability to conduct detailed work according to the practice’s established formats and policies
Familiarity with electronic dental and medical records
Basic working knowledge of insurance coverage, eligibility, claims submission and the preauthorization process
Ability to multi-task and work with interruptions
Ability to develop and maintain strong relationships with patients and demonstrate a friendly attitude, even while under pressure or when patients are upset
Ability to manage and train staff as it relates to the practice’s schedule and new protocols
Ability to utilize the computer, multiple phone lines, copier, scanner, credit card processing equipment
Ability to promote the practice and educate patients on the treatment benefits
Sensitive to the needs and situations of multi-cultural populations from a variety of income levels
Language Skills: Ability to read and write English and Spanish effectively required.
Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.
Reasoning Ability: Ability to recognize problems, collect data and establish facts.
Computer Skills: Proficient in MS Office (Word, Excel and Outlook), Dental Practice management software knowledge (Dentrix Enterprise) preferred, and use of a web browser.
Keyword: Patient Care Coordinator, Dental, Front Office, Receptionist, bilingual, admin, Front Desk, Office Receptionist, Medical Receptionist, Dental Records
From: Petaluma Health Center Inc