Finance/ Administration

Finance/Administration

Make quality dentistry financially available to patients. Communicates with patients regarding their treatment plan, helps find the best way to finance the recommended treatment and makes appropriate financial arrangements with patients.

DUTIES AND RESPONSIBILITIES:

Reception Management

Answer and respond to telephone calls with professionalism Patient Management

Greet and welcome patients and visitors to the practice

Providing HIPAA notice of Privacy Practices and documenting according to office policies and procedures

Manage recall and inactive patient system

Collect payment from patients

Verify chart has complete insurance information

Go over treatment to date with the patient and assess attitude toward any incomplete treatment. Update health history

Estimate costs of today's treatment

Make yourself available to recalculate financial arrangements as needed

Contact patients when pre-authorization is received and proceed with scheduling

Review doctor's chart notes to compare to completed treatment prior to billing

Create claims to send to insurance both with paper and electronically

Work on both insurance and patient aging

Stay up to date on coding changes

Review insurance newsletters to remain current with any changes in billing Records Management

Gather and accurately record dental, medical and insurance information from patients

Securely store and handle records in compliance with legal requirements, including HIPAA regulations

Accurately file patient information

Keep patients' insurance information up to date

Submit treatment plans for predetermination of benefits

Prepare claim forms for patients with dental insurance

Organize supporting materials for claim forms, such as radiographs or written narratives

Mail claim forms from office

Assist in the resolution of problems with third-party payers

Research insurance benefits and prepare estimates on treatment diagnosed prior to discussing financial arrangements

Determine patient's insurance carrier and patient's share of cost

Make financial arrangements on all patients according to our financial policy

Document the payment option selected by the patient

Financial arrangements must be made after the exam and consultation and prior to treatment

Obtain a signed financial agreement if you decide to offer financing to the patient; Specify number of payments and due dates. Monitor payments

Record under financial in commLog, verbal discussions with patient in dental software

Prepare and deliver a daily financial statement to the employer and management

Present the treatment plan, using models, diagrams and provide related literature

Be prepared to quantify referral sources, dollars diagnosed; dollars accepted; percent accepted; dollars completed; percentage completed; actual production compared to monthly goals Billing

Prepare billing statements promptly and accurately

Mail billing statements as directed by the dentist

Prepare and mail overdue account letters as directed by management

Telephone patients with accounts overdue

Post payments received each day

Prepare a financial action plan by reviewing the patients for future appointments and determining their financial needs and status

Gather information concerning the insurance plans that you deal with on an ongoing basis

Payment information obtained on the EOB's

Utilize an insurance data service such as Electronica Dental Services (EDS)

Document basic insurance information on the patient's chart for quick reference

Determine insurance eligibility, limitations and payment estimate necessary to facilitate financial arrangements•

Process claims daily and mail or submit electronically within 24 hours

Check software for any rejected claims electronically or reports of additional information needed by insurance.

Receive correspondence from insurance carriers and respond in a timely manner

Monitor turn around time on all claims for payment and predetermination. Follow up if the claim is outstanding at the end of the 4th week. Call or utilize the tracking form

Determine the need and send x-rays, charting, narratives and documentation with the claim when applicable

Process and mail predetermination.

Call or correspond with insurance companies to resolve delays in payment, requests for additional information or to discuss treatment that has been denied coverage

Handle all inquiries concerning insurance on a daily basis

Receive and enter payments received by insurance company by both mail and electronically Correspondence

Sort, organize and distribute mail

Prepare and send correspondence as directed by the dentist or office manager Inventory Management

Monitor inventory and order dental office supplies as needed

Monitor and make sure all office equipment (copy machine, fax, phones, computer system, etc.) is functioning and properly maintained; follow up on staff complaints and submit appropriate repair requests Office Participation

Be an active participant in team meetings

Perform other tasks as assigned by management

Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.

Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.

Distributes daily internal/external mail and overnight packages; sends and distributes faxes.

Composes, types, and distributes professional correspondence and memoranda, Emails and faxes, using individual initiative and as assigned.

Proactively establishes, and maintains highly organized filing system; files correspondence and other records.

Meets and greets visitors.

Assists in development and implementation of department systems and procedures as needed.Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.

Demonstrates a high level of professionalism in dealing with confidential and Sensitive issues (HIPAA).

Assists with special projects as assigned.

Performs other related duties as assigned by management. General Dental Administrative Duties

Distributes daily internal/external mail and overnight packages; sends and distributes faxes.

Composes, types, and distributes professional correspondence and memoranda, Emails and faxes, using individual initiative and as assigned.

Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.

Submit treatment plans for predetermination of benefits

Prepare claim forms for patients with dental insurance

Organize supporting materials for claim forms, such as radiographs or written narratives

Mail claim forms from office

Assist in the resolution of problems with third-party payers

Telephone patients with accounts overdue

Post checks received each day

Sort, organize and distribute mail

Prepare and send new patient and referral thank-you letters

Prepare and send continuing care notices on the 15th of each month

Prepare and send correspondence as directed by the dentist or office manager

Monitor inventory and order dental office supplies as needed

Send copy of patient record for consultation with specialists

Check patient back-up list to try to fill in cancellation and no-show appointment times

Collect payment from patients

Manage recall and inactive patient system

Confirm upcoming appointments by telephone

Answer and respond to telephone calls with professionalism

Review supplies for reception and provide order to business manager

Open and close dental front office according to office protocol

Check in patients according to office protocol,

Set up consultation room for consult appointment