Dental Patient Access Representative

Kids for the Future; Frisco (CO); On-site; USD 61,606,000 - 67,337,000; Full time

Benefits offered by this job

401(k) match

Paid time off (PTO)

Health, dental, vision plans

Employee assistance program (EAP)

Job summary

Elevated Community Health (ECH) is hiring a Dental Patient Access Representative (Dental PAR) to manage patient access, scheduling, and registrations across dental services. You will communicate with patients, help with insurance requirements, and coordinate with dental teams to ensure smooth clinic flow.

The role requires high school graduation, strong customer-service skills, and the ability to work in Epic and Dentrix systems.

Qualifications

• HS diploma or equivalent required.
• Strong written, verbal, telephone, and customer-service skills.
• Ability to read, write, and speak English sufficiently.
• Willingness to learn dental terminology and scheduling protocols.

Responsibilities

• Serve as primary point of contact for patients and families.
• Schedule exams, procedures, and follow-ups with correct provider and timing.
• Create detailed appointment notes with patient concerns and needs.
• Verify identity, demographics, and insurance at each encounter.
• Collect copays and payments; post and reconcile transactions.

Skills

Customer service

Telephone communication

Bilingual English/Spanish

Education

High school diploma

Tools

Epic

Dentrix

Payer portals

Job description

• Location 360 Peak One Drive,#100,Frisco, CO, 80443,United States
• Base Pay $21.50 - $23.50 / Hour
• Job Category Dental, Patient Access Representative, Receptionist
• Employee Type FT Non-Exempt
• Required Degree High school

Position Summary:

The Dental Patient Access Representative (Dental PAR) serves as the primary point of contact for patients accessing dental services at Elevated Community Health (ECH). This position supports the patient experience from initial contact through scheduling, registration, check-in, check-out, treatment follow-up, and recall. The Dental PAR applies knowledge of dental procedures, appointment types, insurance requirements, and clinic workflows to schedule patients appropriately, maintain productive provider and hygiene schedules, and communicate clearly with patients regarding appointments, treatment plans, and financial responsibilities.

In alignment with ECH's Access, Stewardship, and Quality (ASQ) pillars, the Dental PAR helps reduce barriers to care, ensures the accurate and responsible management of patient and financial information, and supports the delivery of consistent, coordinated, and patient-centered dental services.

Essential Functions:
Patient Access and Communication:

• Answer incoming calls promptly and provide professional, respectful, and culturally responsive assistance to patients, families, and community partners.
• Use effective questioning and dental knowledge to identify the patient's needs, set appropriate expectations, and schedule the correct exam, procedure, provider, operatory, and appointment length.
• Create complete, detailed appointment notes that include the patient's concerns, symptoms, treatment needs, requested documentation, and other information needed by the dental team.
• Communicate clearly with patients regarding appointment preparation, clinic processes, available dental services, referrals, and next steps without providing clinical advice outside the scope of the role.
• Manage difficult conversations calmly and professionally, address service concerns within the role's authority, and elevate clinical, financial, or safety concerns when appropriate.
• Support patients with limited English proficiency by using approved language-assistance resources and following ECH communication standards.

Scheduling and Schedule Management:

• S chedule comprehensive, limited, periodic, post-operative, hygiene, restorative, endodontic, periodontal, prosthodontic, extraction, and other dental visits according to established clinical protocols.
• Apply established guidelines for procedure length, exam and radiograph frequency, treatment sequencing, insurance authorization, provider availability, and operatory use.
• Maintain productive dentist and hygienist schedules by identifying openings, using ASAP, wait, will-call, recall, and incomplete-treatment lists, and contacting patients to fill available appointments.
• Review and scrub schedules and patient charts in advance to confirm appointment accuracy, required documentation, treatment status, balances, benefit-due write-offs (BDWOs), and readiness for the planned visit.
• Schedule and coordinate dental visits, screenings, and follow-up care at school-based health centers in accordance with program workflows.
• Complete appointment reminders and financial outreach in accordance with current department procedures, and document all outreach attempts.

Registration, Check-In, and Check-Out:

• Create and maintain accurate patient records in Epic, Dentrix, and other designated systems, including demographics, household relationships, responsible parties, contact information, and required UDS data.
• Verify patient identity, demographics, insurance, Care Card or sliding-fee eligibility, and required forms at each applicable encounter.
• Collect, review, and accurately scan registration documents, health histories, consent forms, treatment plans, insurance cards, referrals, eligibility records, and other documents into the correct location in the patient record.
• Obtain required signatures for informed consents, treatment consents, financial agreements, and non-covered service disclosures.
• Collect copayments, balances, and other patient payments; post payments accurately; establish approved payment plans; and provide receipts and related documentation.
• Complete check-out by scheduling follow-up or recall visits, confirming the next steps of the treatment plan, and providing patients with the required documentation and instructions from the clinical team.

Insurance, Financial, and Treatment Coordination:

• Verify Medicaid and other dental coverage through approved payer portals and accurately add or update dental insurance, subscribers, heads of household, and family members in the patient record.
• Review eligibility, coverage limitations, prior-authorization requirements, Care Card or sliding-fee information, treatment plans, account ledgers, and notes from insurance or billing staff.
• Explain patient financial responsibilities, payment expectations, non-covered services, BDWOs, and treatment-plan estimates using approved information and within the scope of the role.
• Prepare, print, and review treatment plans with patients; support treatment acceptance; and follow up on unscheduled or incomplete treatment.
• Coordinate with dental providers, hygienists, dental assistants, billing staff, and insurance-verification staff to resolve scheduling, treatment, documentation, coverage, and account concerns.
• Work with billing staff on retroactive insurance changes, respond to billing inquiries, and follow up on returned mail or incorrect patient information.

Dental Systems, Records, and Administrative Support:

• Use Epic, Dentrix, payer portals, telephone systems, and other assigned technology accurately and efficiently.
• Maintain familiarity with the dental chargemaster, clinic fee schedules, appointment types, provider templates, treatment codes, and department workflows appropriate to the employee's completed training tier.
• Run assigned daily deposit, scheduling, recall, treatment, and operational reports, and promptly report discrepancies.
• Perform approved advanced Dentrix functions, campaigns, provider setup, treatment-plan maintenance, and other system activities when trained, authorized, and assigned.
• Protect the confidentiality, integrity, and security of patient, clinical, insurance, and financial information in compliance with HIPAA and ECH requirements.
• Perform general clerical duties and other related functions necessary to support efficient dental operations.

Teamwork, Quality, and Continuous Improvement:

• Collaborate with dental and interdisciplinary teams to provide coordinated, patient-centered care and a consistent patient experience across ECH locations.
• Participate in schedule and chart audits, department meetings, training, quality-assurance activities, and workflow-improvement efforts.
• Identify access barriers, scheduling concerns, recurring errors, and workflow risks, and communicate them to the appropriate supervisor or team member.
• Demonstrate ECH's ASQ pillars by improving access to dental care, using time and resources responsibly, and completing work accurately and consistently.

Dental PAR Training and Performance Advancement Pathway:

• Complete the Dental PAR Training and Advancement Program and demonstrate the competencies assigned to the employee's current tier.
• Tier One establishes foundational competency in patient registration, Epic and Dentrix workflows, insurance entry, payments, basic scheduling, schedule productivity, document management, UDS requirements, oral health concepts, ethics, and patient communication.
• Tier Two establishes intermediate competency in family and subscriber account structures, treatment plans, BDWOs, advanced schedule management, school-based dental scheduling, dental terminology, procedure sequencing, exam and radiograph requirements, hygiene services, and treatment-related patient communication.
• Tier Three establishes advanced competency in complex scheduling and chart scrubbing, private dental insurance, provider openings, school screenings, treatment coordination, patient acceptance, financial and insurance discussions, unscheduled treatment follow-up, referrals, and difficult conversations.
• Tier Four establishes advanced operational competency in periodontal charting concepts, assigned Dentrix administration, provider and treatment plan setup, campaigns, FQHC operations and funding, integrated care, team-based care, and patient-centered care.
• Successful completion of each tier requires completion of assigned education, quizzes or examinations, skills demonstrations, appointment or chart audits, and supervisor validation. A minimum score of 80% is required, as specified by the training program.
• Upon documented completion and approval of each tier, the employee is eligible for a $1.00-per-hour wage increase, subject to ECH's compensation-change approval and payroll processes.
• Maintain competency in previously completed tiers and complete refresher or updated training when workflows, technology, payer requirements, or clinical scheduling protocols change.

Additional Requirements:

• Grants are vital to ECH revenues and directly or indirectly support all positions. This role may have responsibilities that are closely associated with grant deliverables. Grants and grant responsibilities may change over time.
• Complete all required training as designated by HR and the position supervisor.
• Adhere to all organizational policies and those outlined in the ECH Employee Handbook.
• Comply with all ECH vaccine mandates.
• Willingness to travel and work at other ECH locations as determined by the supervisor.
• Comply with all applicable credentialing and privileging requirements in a timely manner.
• Embrace the ECH Mission and Vision and work within the ECH Guiding Principles and expectations established by the position supervisor.
• Participate in quality-assurance and improvement activities as applicable.

Requirements

Qualifications:

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodation may be provided to help individuals with disabilities perform essential functions.

Education/Experience:

Must-Haves to be successful:

• High school diploma, GED, or equivalent.
• Strong written, verbal, telephone, customer-service, and organizational skills.
• Ability to read, write, and speak English sufficiently to perform the essential functions of the position.
• Ability to remain calm, helpful, accurate, and professional while assisting patients and managing competing priorities.
• Ability to work cooperatively and constructively with patients, coworkers, leaders, providers, payers, and community partners.
• Ability and willingness to learn dental terminology, procedures, scheduling protocols, insurance requirements, and assigned clinical information necessary to support dental access.

Nice to Have:

• One year of customer service, healthcare registration, scheduling, dental office, or related experience preferred.
• Bilingual English and Spanish skills preferred.
• Experience using an electronic health record, dental practice-management system, payer portal, or similar software preferred.

Work Environment:
The work environment in a healthcare setting can be fast-paced and involves frequent interaction with patients, families, healthcare professionals, and coworkers. This role is primarily clerical and requires sustained attention to detail, frequent use of computers and telephones, the Ability to work independently, and the Ability to manage interruptions and competing priorities. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. The noise level in the work environment is usually moderate.

Physical Demands:
The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be provided to help individuals with disabilities perform essential functions.

Summary

Why Join Us?

• Live, work, and play in 'Colorado's Playground'! Summit County offers four world-class ski resorts, with Vail Resort just 45 minutes away. With rivers, lakes, hiking, and mountain biking trails, it is a paradise for outdoor enthusiasts. Year-round activities include skiing, snowboarding, cross-country skiing, snowshoeing, snowmobiling, hiking, mountain biking, rafting, fishing, and boating. Music, art, cultural, and social events are plentiful. The communities include Frisco, Breckenridge, Dillon, and Silverthorne, with ski resorts like Breckenridge, Copper Mountain, Keystone, and Arapahoe Basin. This is your dream job location!
• Mission-Driven Work: Be part of a nationally recognized Federally Qualified Health Center (FQHC) providing integrated medical, dental, and behavioral health services in a collaborative team-based model of care.
• Work-Life Balance: Enjoy a flexible schedule supporting professional growth and outdoor adventure.
• Competitive compensation: Attractive salary, benefits, and bonus potential.
• Loan Repayment Opportunities: We offer loan repayment assistance for qualifying candidates.
• Growth Opportunities: We're committed to helping you grow professionally through continued education and development.
• Insured group health, dental, and vision plans.
• 401 (k) retirement plan with employer match.
• Employer-paid life, AD&D, and long-term disability plans.
• Paid Time Off (PTO), paid holidays, one floating holiday, and sick pay.
• Free access to confidential resources through an Employee Assistance Program (EAP).
• Additional voluntary benefits include accident insurance, critical illness insurance, short-term disability insurance, and group pet insurance.
• Lifestyle Spending Account for full-time employees.
• Fringe benefits like a shared ski medallion, a discounted Rec Center membership, and more.