Position Summary: Responsible for administering the day-to-day activities of the business office, including: maintenance of the records of patients, scheduling of patients, accounts receivable, maintaining appearance and order of dental office, presentation of financial treatment plan options, and recall/recare system.
Reception Management
Manage day-to-day operations of dental office
Open and close dental office
Office opens from 8:00am to 5:00pm
All staff must be in by 7:45am unless instructed otherwise
Review the office for a neat, professional appearance and make necessary changes
Always keep waiting room stocked (coffee, cups, pamphlets, etc.)
Check the daily schedule for accuracy
Answer and respond to telephone calls with professionalism
Ensure HIPAA Notice of Privacy Practices Notice is on display
Patient Management
Maintain a professional reception area; organize patient education materials, etc.
Greet and welcome patients and visitors to the practice
Check in patients, verifying and updating patient information
Manage recall and inactive patient system
Confirm the next day s appointments
Schedule patients for efficient use of doctor and staff time
Check patient ASAP list to try to fill in cancellation and no-show appointment times
Collect payment from patients at the time of service
Make follow-up appointments as needed (including 6MRC)
Prepare financial treatment plans and present plan options to patient at end of their appointment (document all financial agreements)
Schedule recall appt. for all patients
Hand out referrals (detail / scan)
Refer Tx Patients chart (walkout)
Scan all documentation (Patient Information / Medical Hx updates / Insurance breakdowns / Receipts / Payment Agreements / Preauthorization s / Medical Clearances / Care Credit Documentation / VIP Application. Financial Agreements / Etc.
Records Management
Gather and accurately record insurance information from patients
See that records are stored securely and handled in compliance with HIPAA privacy and security regulations
Accurately file patient information track cases and referrals to and from other doctors
Insurance
Update insurance information on all patients at all times (Group / Address /Payor Id etc.)
Input and detail insurance breakdowns (deductibles / copays)
Submit treatment plans for predetermination of benefits (attach all necessary documents)
Prepare claim forms for patients with dental insurance (attach all necessary documents)
Organize supporting materials for claim forms, such as radiographs or written narratives
Mail or electronically submit claim forms from office
Assist in the resolution of problems with third-party payers
Office Participation
Be an active participant in staff meetings
Perform other tasks as assigned by the Doctor or Office Manager
Accounts Receivable Management
Enter and detail patient financial activity in computer
Maintain accounts receivable activity - prepare bank deposits
Prepare statements
Follow-up insurance claims
Follow-up delinquent accounts
Arrange payment agreements and schedule payments with patients
Billing
Prepare billing statements promptly and accurately mail billing statements
Prepare and mail overdue account letters
Telephone patients with accounts overdue
Post checks received each day
Manage patient financial accounts
End of Day
Gather all Receipts (Debits or Credit)
Gather all personal checks to be deposited
Bag cash deposit (match end of day deposit slip)
Balance safe (minimal / maximum end of day $200)
Print end of day (Chronological Day Sheet / Adjustment Only Day Sheet and Deposit Slip (include check detail
Print eClaims pre-submission summary / eClaims transmission summary (confirm and verify all claims have been submitted to dental insurance attached)
Office Participation & Professionalism
Be kind and courteous to patients, staff, doctors, and others
Treat dental patients in a professional sympathetic manner, helping patients feel comfortable before, during and after dental treatment
Ability to work as an effective team member; function independently with Dr. Provenghi prior consent, exercise sound judgment and initiative; be flexible to shift priorities; maintain confidentiality
Help others perform their tasks when overloaded or backed up or to otherwise increase the operational and performance of the practice
Serve as backup to answer telephones, schedule, check-in, and check-out patients
The specific statements shown in each section of this Job Description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job s responsibilities/tasks may be modified and/or expanded over time. Dr. Provenghi will inform the employee when changes in the respective job description are made.
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