Dental Receptionist/Scheduler

This is a gateway position, playing a key role in assisting patients in entering the UCHC Dental department, and assuring smooth patient flow by ensuring that all clinical and administrative data are completely and accurately collected and entered into the computer, and that appointments are scheduled such that a smooth operation is facilitated. This position is a combination of many duties; front desk, medical records, referral department, call center, medical/dental assistant, and billing.

Essential Functions

• Is responsible for opening the office in a timely manner so that patients and parents are able to walk into a clean, organized, and friendly office.
• Greets and assists patients with registration, appointment procedures, insurance questions, or any paperwork needed, enters patient data into the computer, and scans all paperwork into the dental software system under the patients chart for both the Dental Office and the Mobile Dental RV’s.
• Answers telephones, checks the answering machine daily, returns all calls to patients left on the answering machine and schedules appointments for both the Dental Office and The Mobile Dental RV’s. Also will field calls received to the correct person or department (dental and medical).
• Coordinates transportation for patient’s appointments with the transportation scheduler and is responsible for looking at the transportation logs, in the shares drive, daily to confirm patient’s transportation pick-up.
• Daily Appointment confirmation calls are made to patients for the following day’s appointments. The patient/parent is informed of arrival time and if payment is due.
• Updates existing patient registration, medical history, and clinical data in computer.
• Updates patient financial data in computer, verifies all insurance coverage before patient is seen. Enter patient full dental benefits in Open Dental If a patient does not have dental insurance the front desk will inform them of our Discount Program and our Self Pay protocol.
• Maintains patient recall data, ensures patients are not scheduled before they are due, ensures patients who are due get scheduled, ensures that all treatment scheduled has a consent form, and if the treatment requires a pre-authorization they will ensure that we have it in the system prior to scheduling appointment. Also must confirm that lab orders will be in prior to patient’s appointment and schedule them accordingly.
• Is available for all kinds of patient service transactions for Dental Office and Mobile Dental RV’s. Collecting payments, running credit card payments, arranging payment plans, etc.
• Is fluent enough in dental terminology that patient’s questions can be answered accurately, if there is something that is unknown or unsure of the front desk will contact the provider.
• Does follow-up calls to parents if they are not present for appointment, with provider’s full instruction.
• Calls in prescriptions for the provider, if necessary, only with the provider’s full instruction.
• Reviews registration form to be sure it is completely filled out. Calls parent if information is missing. Mails to parent if no signatures or no phone.
• Ensures that the end of the day deposit (one for cash/check/coin and one for credit cards) are done accurately and stored in the safe overnight. Then, every morning reviews the deposit with transaction
• Will track pre-authorization’s and will act as a liaison for the patient with the billing department to ensure that the pre-authorizations are sent out and received in a timely manner.
• Interfaces with eligibility office for patients who want to utilize the discount plan, and follows up with eligibility and /or parents.
• Operates basic office equipment, i.e. computer, printer, copier, facsimile machine, answering machine, calculator, scanner. Performs minor maintenance and troubleshooting. Reports any malfunctioning office equipment to Dental Manager.
• At the beginning of every school year, many registration forms are returned to our dental office where the front desk staff for the office as well as the RV’s must go over them all, contact the patents to get them started in our program, enter all information into the dental system, scan all paper forms into each patients chart, verify insurance (if the patient does not have insurance they are asked to apply for the Discount Plan, if they do not qualify for the discount plan they are offered self-pay) , health history entered, and schedule the appointment.
• Files all documents once they have been scanned into the system for the office and the RV’s.

Qualifications/Requirements

• 1. High school diploma or GED.
• 2. One year in dental office, preferably front desk
• 3. Excellent communication skills, able to communicate effectively with patients and co- workers both verbally and in writing.
• 4. Knowledge of dental terminology.
• 5. Reliable means of transportation and proof of valid vehicle insurance.

Licensure/Certification

• 1. Valid Arizona driver’s license
• 2. CPR certification

Experience/Skills

• One year in dental, front desk preferred
• Computer skills to include Dental software, MS Office, and patient scheduling.
• Strong organizational skills and multitasking; ability to prioritize tasks so that each thing gets done in an accurate, thorough manner.
• Demonstrated ability to work in a fast paced, multi-tasked, stressful office environment.
• Knowledge of dental terminology.
• Bilingual in Spanish strongly preferred.
• Demonstrated knowledge, understanding, application, and adherence to organization and clinic policies and procedures (upon completion of training)
• Willingness and ability to travel to RV locations to provide temporary assistance.
• A positive, professional attitude
• A team player; able to work in and foster a team environment