Ortho Coordinator

Position Summary

The Ortho Coordinator performs a variety of general front office tasks and duties including, but not limited to answering the telephone; preparing, filing, and maintaining all hardcopy and computerized patient charts; patient greeting and intake; collecting payments; checking insurance eligibility; and scheduling patient appointments and marketing the dental practice.  Ortho Coordinator travels with the Orthodontist Team to multiple locations within the region.

Responsibilities 

• Greet and check-in patients with a friendly, warm smile; thank and check-out patients
• Maintain a clean and welcoming front office environment and restrooms at all times
• Assist patients with required paperwork for dental services and financial responsibilities
• Prepare charts for new and current patients; update patient information 
• Prepare care slips for patient routing 
• Pull charts and confirm next day appointments
• Obtain patient insurance information and verify insurance benefits eligibility
• Schedule appointments in accordance with Company policies
• Answer telephones in a thorough and timely matter
• Route calls to appropriate department
• Coordinate all patient appointments at least two days in advance
• Collect payments, post payments in the West Coast Dental system, and print receipts
• File and maintain hardcopy and computerized patient charts/records
• Maintain strict compliance with State, Federal, and other pertinent laws or regulations, (e.g., OSHA, WC, Dental Board, HIPAA, ADA, FEHA, DOL, HR policies and practices)

Other duties and Requirements

• Handle recall and no-show follow-up
• Assist Office Manager, as needed, with general clerical duties
• Attend and participate in staff meetings and team huddles
• Other duties as assigned by the office manager, regional manager, and/or dentists
• Ability to travel to multiple locations within the region to produce productive work schedule.

Knowledge, skills, and abilities

• High School Diploma or equivalent (GED) required
• Prior Ortho experience in the dental industry preferred

• Proficient with PC and outlook
• Previous experience with dental software (Eagle Soft, Dentrix, QSI, or similar)

• Bilingual: English & Spanish required (if the geographic location of the office does not require the applicant to be bilingual, applicants who only speak English may be considered)
• Comprehensive knowledge of fee schedules
• Strong written and verbal communication skills  
• Strong interpersonal and relationship skills
• Ability to work in a fast paced environment and able to multitask 

• Ability to maintain outgoing, friendly attitude with patients and coworkers
• Ability to work with interruptions and to manage multiple priorities
• Ability to work with minimal supervision

Work Schedule

The Ortho Coordinator will be notified of the work schedule on a weekly, bi-weekly, or monthly basis.  The Ortho Coordinator’s schedule is subject to change (daily/weekly hours may increase or decrease) according to the needs of the practice.  Evening and weekend hours may be required.  This position is paid on an hourly basis.    

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to stand, sit, and walk; talk, hear, and smell; and use hands, fingers, and wrists (manual dexterity and hand-eye coordination) to handle or feel the mouth/teeth and gums of patients, as well as objects, tools, or controls associated with the dental field.   The employee is frequently/occasionally required to reach; lift and/or move up to 25 pounds; and balance, stoop, bend, squat, kneel, crawl, climb, twist, pull, and crouch.  The essential functions of this position will result in the following: hazardous exposure (chemical and infections)—constantly; non ionizing radiation (welding flash, microwaves, sun, etc.)—frequently; radiation (x-ray, radioactive, isotopes, etc.)—constantly; noise (loud/repetitive, 85 decibels per OSHA standard)—constantly; and personal protective equipment (PPE: respiratory masks, latex gloves, face shields, etc.)—constantly.

Work Conditions and Risk

General Dental Office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The dental office environment may result in employees being exposed to toxic chemicals, radiation, infectious bodily fluids and materials, and increased noise level. This position assumes high risk. 

Independent Action

Under the general supervision of the Office Manager, regular duties performed by the Ortho Coordinator may require occasional independent judgment.  The Ortho Coordinator must consult with her/his supervisor regarding patient problems or confrontation, policy issues, expenditures, and unusual problems.

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, skills, and physical demands required for the position.

This job description is subject to possible modification to reasonably accommodate disabled individuals. Some requirements may exclude individuals who pose a direct threat or significant risk to health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by anyone occupying this position. Employees are required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with State and Federal laws.

The job requirement represents the minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee must possess the abilities to perform each duty proficiently. Continued employment remains on an “at-will” basis.

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