Patient Care Coordinator
Ashburn Children's Dentistry
Ashburn, VA US
Posted ago
Ashburn Children's Dentistry

A unique opportunity in a specialized dental field! We offer you an exciting opportunity with a well-established, multi-faceted, integrative functional pediatric dental practice.  We are seeking a patient-focused, detail-oriented, director of first impressions with impeccable style and manners. If you are friendly, energetic, and motivated, we're looking for you.

At Ashburn Children's Dentistry, the Patient Care Coordinator is a critical position. You’re the first friendly face every person who visits our offices sees, and the person who makes the last impression as they leave. This is a permanent and full-time position. We are looking for a friendly, energetic, and detail-oriented individual. In this role, you will greet patients and gather necessary patient information. You will be the face of the practice. During the process, you will guide our patients throughout the entire patient experience consistently and compassionately utilizing office protocol. You will ensure the patient feels at ease, answer questions they may have about the practice, their visit, and their scheduling options.

In addition to being an excellent communicator, the Patient Care Coordinator is required to uphold our standards of patient experience and always ensure the highest level of customer service. This individual maintains a professional demeanor at all times and is a team player. Work experience in a dental practice is preferred and willing to train the right person!

Come join our growing dental family, if you want to help children smile help us continue changing the lives of our patients!

Benefits

  • Competitive paid time off for full-time members which increase as you grow in your career with us
  • Comprehensive benefits package, including 401k
  • Ability to work 36 - 40 hours per week, Monday - Friday (some days as early as 7:30 am and ending some days at 7 pm)
  • Ability to work 1-2 Saturdays per month (7:30 am - 1 pm)

**Please complete the ENTIRE application to be considered for the position.**

Responsibilities

Objective: To be a superlative ambassador of the practice. No job is too big or too small

  • Scheduling the practice to daily, weekly, and monthly goals.
  • Answer and route incoming calls professionally and courteously.
  • Converting calling patients to scheduling patients.
  • Answer or route patient questions and educate patients on practice services and philosophy.
  • Manage the communication with patients via text and email on supporting platforms, such as Weave, Dentrix Hub, Curve Gro.
  • Conduct patient follow-up via call, mail, text, and email.
  • Conduct and track patient engagement correspondence: "thank-you for referral," "welcome" letter, birthday cards, baby cards, bereavement, congratulations, etc.
  • Inactivate patients, follow proper procedures for release forms, the reason for inactivation, and track inactivations.
  • Reactivate past-due patients.
  • Coordinate patient appointments with the office calendar and school calendars. 
  • Check-in patients as they arrive
  • Describe appointment details and finances
  • Collection fees.
  • Schedule recare appointments.
  • Verify updated paperwork, reports, and insurance.
  • Check-out patients as they leave.
  • Schedule recommended treatment and collect deposits. 
  • Ensure all procedures are correctly posted.
  • Ensure patients are registered and rewarded with points in RewardsHub.
  • Coordinate referrals.
  • Present treatment plans as needed, understanding the schedule and investments.
  • Present and assist patients with contracts and financial agreements.
  • Track unscheduled treatments.
  • Track new patient life-cycle.
  • Make outbound calls to promote a full schedule.
  • Verify all appointments are confirmed with the necessary paperwork and no outstanding balances. Gather forms and note balances for same-day collection.
  • Perform daily scheduled audits and report needs in Morning Huddle.
  • Appointment Confirmation 24-48hrs in Advance.
  • Follow up on Missed Appointments.
  • Paperwork Completion and Signatures - Coordinate Completion Assistance.
  • Recognize and resolve patient issues.
  • Follow the office scheduling protocols.
  • Demonstrate effective written skills in text, email, and letters.
  • Demonstrate knowledge of health insurance and eligibility for patients.
  • Provide financial information to patients and inpatient accounts, including reviewing and sending treatment estimates.
  • Demonstrate exceptional verbal skills over the phone and in person.
  • Represent the practice professionally and pleasantly.
  • Handle patient inquiries or direct them to the proper person.
  • Keep patient records up to date.
  • Support patient engagement with concierge-minded patient interaction.
  • Maintain up-to-date practice tracking.
  • Follow Guidelines for the Organization of the Administrative Folders in the computer system.
  • Collect over-the-counter and phone deposits and balances.
  • Scan and file patient information across practice platforms (i.e. Curve, H: Drive, etc.). 
  • Screen arriving patients under practice COVID guidelines and direct them to the proper Patient Care Coordinator.
  • Conduct Discovery Calls as Directed by the Lead Care Coordinator: Review the Paperwork and educate patients on the Practice philosophy, schedule patient appointments, and send a follow-up email.
  • Report Administrative Supply Needs to Lead Care Coordinator.
  • Communicate with Clinical Team Members when patients arrive.
  • Disinfect and organize front office areas for patient readiness, including TVs, computers, consoles, playhouse, and screening tools.
  • Coordinate referrals and lab cases.
  • Coordinate and send records and image requests and releases.
  • Prepare CBCT scan CD.

Qualifications

Qualifications and Skills

  • Minimum: High School Diploma
  • One year minimum office experience
  • Dental Experience preferred
  • Experience in a customer service-oriented position(Hotel Front Desk/Reservations, Restaurant, or Retail) preferred
  • Patient Registration/Admissions experience is highly preferred, in dental, medical, or another fast-paced, highly interactive customer service atmosphere
  • Strong computer skills, knowledge of Microsoft Office programs, social media, and the ability to learn new programs
  • Accurate typing at 50 words per minute
  • "Customer Service" DNA
  • Strong interpersonal, leadership, management, and relationship-building skills
  • Effective and exceptional written and verbal communication skills; Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization
  • Ability to multitask
  • Sense of urgency for attending to new patients leads
  • Able to understand the big-picture context
  • Comfortable discussing financial arrangements and insurance
  • Solution-oriented
  • Excited to learn and take on new responsibilities
  • Focused on accuracy and completion
  • Warm, friendly, professional, polished
  • Coachable and able to take direction
  • Good listener
  • Organized
  • Reliable transportation to Ashburn, Virginia in all types of weather

Compensation
$18 - $20
About Ashburn Children's Dentistry

For almost 20 years, we have been honored to be one of Northern Virginia’s most awarded practices; we were most recently voted 2020 Northern Virginia’s Top Dentist. At Ashburn Children’s Dentistry, we practice from the heart – delivering quality customized dental care to create an experience that exceeds each patient’s expectations from when they walk through the door to when they exit it.

We are authoritative leaders in pediatric dentistry utilizing lasers and other advanced technologies. Through education and collaboration, we help patients and parents commit to a wellness journey that focuses on proactive prevention that prioritizes overall health at each stage of development.


We offer comprehensive medical benefits, personalized training programs, and more! We are looking for passionate, hard-working people who want to be part of our team and take ownership and pride in what they do. We promise exciting opportunities and growth potential.

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