Central Park North Orthodontics
The Orthodontic Administrative Coordinator represents the practice in all facets of patient services, which may include, but is not limited to: overseeing the schedule to ensure patients are booked properly, greeting patients, maintaining excellent relationships between patients and our doctors, troubleshooting patient issues, maintaining patient records and coordinating patient flow. This position is best suited for someone who can multitask with ease, has a positive attitude, and can adapt to change.
- Oversees waiting area: patients entering the practice and alerts appropriate staff of patient arrivals.
- Answers telephone, routes calls, provide information and takes messages in accordance with practice procedures.
- Schedules and adjusts patient appointments to maximize patient care and reach practice profit targets. Manages the daily, weekly, and monthly calendar to meet the practice production and collection goals.
- Establishes, maintains, and keeps patient files and records up to date (i.e. address, phone number, insurance information, etc.).
- Communicates with patients regarding finances. Reconciles financial records by receiving and recording patient payments.
- Sends pre-determination claims and follows up with insurance companies and patients.
- Prepares correspondence, memos, condolence letters, and other documents, as requested by the doctor.
- Uses a computer, fax, or courier service to transmit information or documents when requested.
- Keeps the front desk and reception areas clean. Maintains and stocks refreshment area. Keeps the bathroom clean.
- Performs necessary duties associated with checking patients in and out. Records treatment information in the patient's chart. Enter type of treatment planned for the next appointment, and the amount of chair time, doctor time, and assistant time needed.
- Calls patients the day before to remind them of a scheduled appointment time.
- Prepares paperwork for patient days at least one day ahead of time.
- Enters billing and insurance information is patient charts and corresponding portals.
- Adheres to all safety and health regulations.
- Monitors the schedule regularly, adjusts the schedule as necessary and reschedules patients as needed.
- During morning huddles, reports on scheduled results, addresses problems that occurred and evaluates patient flow from the previous day. Updates staff on the status of the current day’s schedule and identifies scheduling gaps.
- Keeps staff and doctor informed of scheduling problems, issues, or concerns.
- Organizes daily charts and provides them to clinical staff for review.
- Coordinates lab deliveries with appointments.
- Registers new patients, provides necessary paperwork (welcome letter, HIPPA documents), and ensures all required documents are completed by the patient. Inputs all information into computer.
- Completes tasks assigned on time and with proper follow-up.
- Excellent ability to prioritize and multitask during a busy patient day
- Ability to quickly adapt to office flow, scripting, and processes
- Knowledge of appointment coordinator procedures
- Knowledge of English composition, grammar, spelling, and punctuation
- Skilled in the use of standard office equipment including telephones, calculators, copiers, fax, computers, and computer software (MS Excel, Word, Practice Management software)
- Ability to maintain composure and professionalism when exposed to stressful situations
- Ability to engender trust from the doctors, co-workers, and patients
- Maintain confidence with the patient regarding the abilities of doctor(s) and staff
- Ability to work cooperatively with management, staff, and patients
- Ability to accept constructive criticism
- Ability to understand and follow written and verbal instructions
- Ability to collect data, establish facts, draw valid conclusions, and maintain confidentiality
- Ability to communicate and express thoughts and ideas competently
- Ability to quickly grasp relevant concepts regarding duties and responsibilities
- Ability to greet visitors professionally
Education / Experience:
Physical and Environmental Requirements:
- May be required to lift up to 30 lbs
- Active movement throughout the day: sitting, walking, standing, squatting, bending, stooping, reaching, etc. (not a sedentary position)
- Vision: close vision, depth perception, and ability to adjust focus
- Hearing: able to satisfactorily communicate with patients, doctors, and other staff members to ensure that verbal communication is clearly understood, or a satisfactorily-equivalent method of communication
- Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or operate equipment
- May be required to administer first aid or CPR
- Occasional exposure to toxic or caustic chemicals and radiation
- Exposure to moderate noise levels
- Exposure to hectic, fast-paced, high anxiety environments
- Additional or different duties may be assigned occasionally at the employer’s discretion
$18 - $24 hourly
About Central Park North Orthodontics
Dr. Washington is a warm and engaging orthodontist treating patients in the greater New York City metropolitan area. He is a certified orthodontist, a Gold Level Invisalign® provider, and is a member of the American Association of Orthodontists. Dr. Washington graduated from the Harvard School of Dental Medicine before he earned his degree in orthodontics from the University of Illinois in Chicago. Dr. Washington’s patient care is influenced by his Southern upbringing; he is calm and comforting and is determined to educate his patients about their orthodontic care. Furthermore, he comes from a long line of educators, which has allowed Dr. Washington to develop a unique approach that his patients have fallen in love with.
We are a laid back practice, but behind the scenes we hustle like Lebron in the playoffs, so know that before you send in your resume!