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.