DENTAL CARE REFERRALS COORDINATOR

Care Resource Community Health Center; Fort Lauderdale (FL); On-site; USD 38,000 - 56,000; Full time

Job summary

Care Resource Community Health Center seeks a Dental Care Referrals Coordinator to manage specialty dental referrals and ensure timely follow-up for patients. You will handle coordination with in-house and external providers, maintain accurate health records, and support insurance authorizations as needed.

The role requires attention to detail, strong organizational skills, and clear communication with patients and dental providers.

Qualifications

• Experience coordinating referrals and patient appointments in a healthcare setting.
• Strong attention to detail and accuracy in record-keeping.
• Good communication with patients, providers, and insurance entities.

Responsibilities

• Process specialty referrals for patient visits with in-house or outside providers.
• Coordinate patient appointments with dental specialists and track follow-ups.
• Maintain patient records in the agency database (NextGen/Provide Enterprise).
• Ensure timely completion of tasks and proper documentation in the EDR.
• Assist with authorizations and documentation for insurance requests.

Skills

Referral Coordination

Patient Scheduling

HIPAA Compliance

Education

Associate degree in Healthcare Administration

Tools

NextGen

Job description

The Dental Care Referrals Coordinator supports the department by providing direct patient care. They will be responsible for the coordination of all dental referrals as it pertains to specialty care and will ensure timely follow-up with specialty dental referrals for patients.

Administrative Duties

• Processes specialty referrals for patient visits including in-house specialists and outside providers via insurance portals, phone calls etc.
• Ensures proper and smooth operational flow as it relates to patient visit (i.e. prioritizes patient flow based on dental needs)
• Records and maintains patient’s health records in agency’s database (i.e. NextGen, Provide Enterprise) as required
• Coordinates appointments for patients with dental specialists.
• Ensures proper and timely closing of tasks as it relates to referrals and open orders via EDR.
• Ensures documentation is timely, accurate, legible and updated in the EDR.
• Processes additional information requested by insurance companies for authorizations (i.e. medical records, documentation from providers, etc.
• Assists in authorizations denials and appeals on behalf of the patient and documents outcomes in EDR.
• Ensures external 3rd party documentation (i.e. labs, consultations report etc.) is collected and entered in the patient’s electronic dental records (EDR).
• Responds to all correspondences and tasks (via letter, email, faxes) in a timely manner.
• Makes phone calls and documents in patient dental records per Dental Provider’s request
• Contacts patient for follow-up appointments, rescheduling and referred appointments
• Ensures proper patient identification using a minimum of two (2) patient identifiers as per national patient safety goals requirement
• Prepares and reviews next day’s patient schedule and staff & care requirements to maintain patient flow
• Assists with the completion of forms as needed
• Maintains effective communication with patients in reference to wait time, patient needs and expectations and patient feedback
• Completes all tasks sent on behalf of patients by the requested timeframe
• Ensures compliance with health center’s policies and procedures
• Verifies patient insurance carrier/coverage to ensure proper processing of referrals.
• Maintains control of specialist list and referrals

Clinical Duties

• Reports referral status and/or treatment plan to the Dental Provider
• Reviews visit summary with patient upon discharge by Dental Provider
• Enters self-management goals and plan of care
• Provides accurate and timely documentation within the same day of intervention and enters other information as requested by Dental Provider

Quality Assurance/Compliance

• In conjunction with supervisor, ensures dental operations fully comply with agency and HIPAA, Joint Commission and Patient Centered Medical Home requirements.
• Participates in site visit(s) as well as programmatic audits as required.
• Ensures that on-line trainings are current as required (UltiPro and other trainings).

Safety

• Ensures proper handwashing according to the Centers for Disease Control and Prevention guidelines.
• Understands and appropriately acts upon the assigned role in Emergency Code System.
• Understands and performs assigned roles in the organization’s Continuity of Operations Plan (COOP).

Culture of Service: 3 C’s

Compassion

• Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.
• Communicates with internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.

Competency

• Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered

Commitment

• Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
• Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided

The responsibility for internal external contacts (i.e. deal with people in a respectful, sensitive and professional manner) is frequent and important

This work requires the following physical and sensory activities: constant talking in person, talking on the phone, hearing/ visual acuity and exposure to blood borne pathogens and hazardous materials. Frequent, walking, standing, sitting and bending. Work is performed in office.

Participates in health center developmental activities as requested.

Other duties as assigned.

Culture of Service: 3 C’s

Compassion

• Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.
• Communicates with internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.

Competency

• Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered

Commitment

• Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
• Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided

Travel Required

No . Own transportation is required

Qualifications

Skills

Required

• Achievement Expert
• Caring Expert
• Checking for Accuracy Expert
• Expert
• Comforting Expert
• Commitment Expert
• Compassion Expert
• Conceptual Thinking Expert
• Expert
• Expert
• Expert
• Cooperation Expert
• Coordination Expert
• Expert
• Critical thinking Expert
• Customer Service Expert
• Documentation Expert
• Integrity Expert
• Interpersonal Skills Expert
• Microsoft Office Expert
• Multitasking Expert
• Expert
• Expert
• Problem solving Expert
• Quick Thinking Expert
• Self-motivation Expert
• Telephone Expert
• Verbal Communication Expert
• Expert

Behaviors

Preferred

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Team Player : Works well as a member of a group

Motivations

Preferred

Ability to Make an Impact : Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

Preferred

Associates or better in Other.

Experience

Required

2 years: Related experience

Licenses & Certifications

Required

• BLS
• CPR
• Biomedical Waste Cert
• OSHA Certification

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.