Dental Operations Coordinator

Dental Operations Coordinator is responsible for overseeing the daily administrative and operational functions of the dental practice. This includes coordination of patient services, staff support, insurance and billing operations, and compliance management. The ideal candidate is a proactive and organized professional with in-depth knowledge of dental office workflows, exceptional communication skills, and a strong background in revenue cycle and patient account management.

Dental Operations Coordinator Salary: $23.38/hr.-$29.22/hr. 

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Practice Operations:

1. Manage the day-to-day flow of administrative and clinical operations.
2. Coordinate provider schedules, appointments, and treatment planning.
3. Support front desk staff to ensure top-tier patient service.
4. Monitor office inventory, manage supply orders, and maintain vendor relationships.
5. Enforce compliance with OSHA, HIPAA, and internal safety policies.
6. Participate in staff training and the implementation of operational protocols.
7. Support provider onboarding and credentialing processes.

Insurance and Billing:

1. Understand and apply insurance policies, coding guidelines, and fee schedules accurately.
2. Support pre-registration process by verify patient insurance details at or prior to appointments.

Patient Accounts and Payments:

1. Post patient payments from all sources (in-person, online, mailed) into the practice management system.
2. Generate and manage billing statements, ensuring patient account accuracy.
3. Monitor and follow up on outstanding balances and accounts receivable.
4. Work with patients to explain charges, provide financial counseling, and set up payment plans.

Revenue Cycle Management:

1. Analyze financial and operational data to identify inefficiencies or revenue loss.
2. Implement strategies to increase insurance collections and reduce claim denials.
3. Collaborate with staff to streamline billing and collections workflows.
4. Ensure full compliance with dental billing regulations, payer rules, and industry best practices.

Customer Service:

1. Deliver exceptional service in resolving patient concerns related to billing, insurance, and treatment costs.
2. Serve as a liaison between patients, registration, and Dental clinical staff.
3. Maintain professional, compassionate communication in all patient interactions.
4. Assist with dental patient complaints

Front Desk & Registration Support:

1. Train, mentor, and support front desk staff on accurate and efficient patient registration processes.
2. Ensure proper collection of demographic, insurance, and eligibility information at the time of registration.
3. Coach registration staff on effective communication strategies for discussing copays, balances, and financial policies with patients.
4. Oversee and reinforce front desk procedures for the timely and accurate collection of copayments and patient portions.
5. Ensure walk-out statements are generated, reviewed, and provided to patients after each visit with correct treatment and payment information.
6. Monitor front desk performance metrics and provide regular feedback and training to improve collection rates and reduce registration errors.
7. Conduct audits of registration and collection processes to ensure compliance with internal policies and payer requirements.
8. Collaborate with billing and clinical teams to address registration-related issues affecting claims or patient satisfaction.

Other Duties:

1. Maintain accurate documentation and secure patient records.
2. Conduct routine audits of insurance fee schedules and account accuracy.
3. Assist in developing and updating standard operating procedures for billing and operations.
4. Stay informed on dental insurance updates, policy changes, and new coding standards.
5. Coordinate patient care and treatment with dental students and residents, and manage related contractual documentation.
6. Must uphold confidentiality at all times regarding CBHA activities, reports, financials, patient health information, and other proprietary information specific to CBHA.
7. Upholds clinic policies and procedures, including the WE CARE standards of Behavior
8. Other duties as assigned

General Development:

1. Analytical – Designs efficient workflows and procedures in line with the policies of the organization.
2. Problem Solving – Identifies and resolves problems promptly; gathers and analyzes information skillfully; develops alternative solutions.
3. Interpersonal – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; Remains open to others' ideas and tries new things.
4. Team Work – Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts success of team above own interests.
5. Change Management – Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; Prepares and supports those affected by the change, monitors transition; and evaluates results.
6. Cost Consciousness – Develops and implements cost-saving measures; conserves organization resources.
7. Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Professional and Technical Knowledge:

1. High school diploma or equivalent required; Associate’s or Bachelor's degree in healthcare administration, business, or related field preferred.

Technical Skills:

1. Proficient in dental billing software and practice management systems (e.g., Dentrix, Eaglesoft, Open Dental).
2. Understanding of dental insurance processes, CDT codes, and revenue cycle management.

Communication Skills:

1. Job duties require the employee to effectively communicate complex and/or technical information to co-workers and others.
2. Employees must determine appropriate methods of communicating information through the use of tables, graphs, charts, and other visual forms
3. Speaks clearly and persuasively in a positive or negative situation; listens and clarifies, responds well to questions; participates in meetings.
4. Be able to communicate effectively in a professional manner.

Benefits:

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