Dental Coordinator

Primary Responsibilities and Specific Duties:

  • Maintains the Dental Coverage Calendar and works in collaboration with the Administrative Assistant in providing clerical support to the VP/Chief Dental Officer and the Director of Dental Operations.

    • Initial recipient of call outs.

    • Performs duties in assigned position and can work clinically as a EFDA, if needed.

  • Meets VP/Chief Dental Officer and/ or the Director of Dental Operations on a biweekly basis, or as required.

  • Communicates with the Treating Dentists for any scheduling, encounter (procedure codes/assessment codes), and training concerns, as needed

  • Provides Slot Utilization Information for the Dental Department to the VP/Chief Dental Officer and the Director of Dental Operations monthly.

  • Coordinates and helps to facilitate new site dental openings

  • Facilities routine staff meetings with Dental Staff.

  • Resolves patient concerns and facilitates site transfers.

  • Initiates Incident Reports, Facilities and IS Requests. and Ensures proper completion, documentation and communication as required.

  • Conducts Mock Surveys and/or emergency drills.

  • Monitors and manages Administrator for the use of Care Credit at CHC Dental

  • Monitors timely and accurate input of patient diagnosis and services information

  • Proficiency of PowerPoint creation and presentation

  • Assists in the development, production and customization of reports using Microsoft Office tools and establishes, maintains, and documents data files.

    • Monitoring eCW Jelly Bean Reports

      • Providers

      • Support Staff

    • Unlocked Charts

      • Providers-Dentists

      • Co-signs-Hygienist

    • No Shows reports

      • Review for discharges for non-compliance and behavior

      • Facilitates the No show process for documentation and notification

    • Appeals process for re-instatement for Dentals services (Review with the CDO and treating dentist, documents review, and generates the letter for outcome)

    • Patient Transfers from sites

      • Manages actions and requests.

  • Monitors the timeliness and accuracy of patient scheduling,

    • eCW Scheduling template, (creation, and updates)

  • Coordinates with the Call Center Team and Call center leadership for Schedule Coverage updates, and overall template updates.

  • Huddles with the Dental Call Center team to maintain an open line of communication and interoffice support to address updates and concerns.

  • Contact for the collaborating agencies with CHC for patient referrals and scheduling. (Example, New Beginnings, Ryan White, WODA, Florida Hospital Home Care Services, and ORMC Pediatric Dental Referrals)

  • Collaborates with other Community Health Centers regarding CHC's EHR system.

  • Assists in EHR Audits (Administrative portion of chart audits)

  • Assists in AAAHC Chart reviews and CHC preparation meetings

  • Merges Duplicate Accounts.

    • eCW Merge

    • Dental Module Merge

    • Tiger View-x-ray merge

  • Responsible for the inventory of equipment, instruments and supplies.

  • Assists with ensuring compliance with local, state and federal rules and regulations, and accrediting bodies.

  • Notifies leaders regarding problems relating to utilities, equipment, and software.

  • Required to frequently travel to all other CHC locations. Assignments may include evenings and weekends.

  • Reviews and approves Travel Expense Reports.

  • Supervises:

    • Dental Front Desk Specialist staff and work flow processes

    • Prepares employee evaluations, and applicable competencies

    • Conducts employee coaching sessions.

    • Facilitates the professional development of staff.

  • Insurance verification, payment postings for completeness and correct computations, referral functions, charge entry and generation of claims.

  • Collaborates with CHC Billing department for any needed updates on encounters to ensure proper billing and payment. (Assessment codes, Billing codes, X-rays, and narrative notes from the provider's--Clinical and Front Desk?Encounters and Claims)

  • Manages Error Documents

Training and Education of Dental Staff & Students:

  • Clinical/Practice Management/Onboarding Plans:

    • Dentist  (DDS / DMD)

    • Dental Hygienist (RDH, CRDH)

    • Dental Assistant

    • Dental Front Desk Specialist

    • Dental Assistant-Dental Training Specialist

    • Dental, Hygiene and Assisting Student Programs

    • Dental Hygiene Student Instructor(s)

  • Annual Competencies for Dental Assistant's

  • Works with the Student Programs to coordinate/ensure proper scheduling of students, and for patient care.

  • Refresher team training. (Internal/External)

  • Conducts and provides performance analysis of the Dental Training Specialist and Dental Student Liaisons.

  • Accepts responsibility for maintaining and updating knowledge of all new and existing policies and procedures and participates in education of staff.

  • Perform other duties as assigned or necessary 


Qualifications: 

Education:

  • High School Diploma required.
  • Associate Degree preferred.

Certification/Licensure:

  • Current BLS certification required
  • Expanded Functions Dental Assistant preferred
  • Must have a valid Florida Driver's License.

Experience:

  • A minimum of two years dental practice experience preferred.
  • A minimum of two years in a healthcare setting (i.e. community health center, large dental office or group practice) required.
  • A minimum of two years as a trainer preferred

Special Skills:

  • Must have excellent organizational skills, ability to communicate with a variety of personality types in an efficient and friendly manner.

  • Good written and verbal communication skills.

  • Computer (Microsoft Office, Internet) skills are also required.

  • Continued employment is contingent on the successful completion of eCW Training.

  • Ability to problem solve and work with minimal guidance.

  • Initiative and creativity, paired with a willingness to work with other departments in developing and maintaining organizational systems is imperative.

  Other requirements

  • Able to work flexible hours as needed.