Dental Patient Coordinator

Damien Center; Indianapolis (IN); On-site; USD 33,000 - 35,000; Full time

Benefits offered by this job

Paid time off (PTO) and holidays

Medical & dental plans

403b retirement with match

Job summary

Damien Center seeks a Dental Patient Coordinator to manage front-office operations for its dental clinic. You will greet patients, verify insurance, schedule appointments, collect payments, and coordinate recalls, ensuring timely access to care in a welcoming environment.

Your role supports the dental team by handling billing, eligibility checks, and patient communications while maintaining accurate records in the EHR system and aligning with health center policies.

Qualifications

• High school diploma required.
• 3 to 5 years of experience in a dental practice is required; CHC/FQHC setting preferred.
• Knowledge of dental terminology, insurance and billing required.
• Knowledge of dental practice management software; eClinicalWorks highly desired.
• Bilingual proficiency in English and Spanish preferred.

Responsibilities

• Greet patients upon arrival and update demographic information in the EHR.
• Schedule appointments and verify insurance; collect patient information.
• Explain payment plans and enroll patients in plans per procedures.
• Handle patient checkout and coordinate follow-ups and recalls.
• Monitor inbox and online booking tool; triage patient inquiries.
• Coordinate referrals and eligibility pre-authorizations.
• Maintain electronic patient records and department coordination.

Skills

Organizational skills

Interpersonal communication

Time management

Attention to detail

Bilingual English/Spanish

Education

High school diploma

Tools

eClinicalWorks

Job description

Dental Patient Coordinator

Dental Services

Damien Center Values

Dignity-Collaboration-Accountability-Access-Quality-Innovation

Founded in 1987, Damien Center is Indiana's oldest and largest AIDS service organization (ASO) and serves more than 8000 individuals living with or at risk for HIV through a comprehensive, innovative approach to care and prevention. Our purpose is to be a trusted partner in providing services, education and advocacy for all people living with or at risk for HIV and any person seeking a safe and welcoming home for care. Our services include care coordination, clinical and pharmacy services, mental health, housing, and nutrition.

Position Summary:

The Dental Patient Coordinator manages front-office operations for the dental clinic, including welcoming patients, scheduling appointments, responding to phone inquiries, verifying insurance, collecting patient information, and completing administrative tasks. The role supports timely access to dental services, prioritizes a positive patient experience, and follows health center guidelines when serving underserved populations.

Duties and Responsibilities:

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.

• Greeting patients upon arrival, verifying their identity, and updating demographic information in the electronic health record (EHR) system.
• Collect patient payments, explain available payment plan options, and complete payment plan enrollment in accordance with health center procedures.
• Complete patient checkout, including collecting applicable balances, confirming follow-up needs, and scheduling the next appointment when appropriate.
• Monitor in the e-inbox ensuring that patient communications are triaged and routed appropriately
• Monitor the appointment booking online tool and scheduling via that.
• Assisting with referral follow-ups when requested by clinical team
• Prepping the schedule in advance for insurance eligibility and ensuring that co-pays are loaded prior to check-in.
• Providing Good Faith Estimates to uninsured patients or their respective sliding fee amount
• Working the recall list to capture any patients missing hygiene recall appointments
• Collecting necessary documentation like insurance cards, referral forms, and medical history updates.
• Scheduling appointments based on patient needs and dental provider availability.
• Answering incoming calls promptly, addressing inquiries regarding appointments, billing, and general dental information.
• Scheduling new patient appointments, treatment, and recall appointments.
• Proactively manage the schedule to ensure maximize kept appointments and revenue using a combination of appointment reminders, wait lists, and other strategies.
• Verify patient insurance eligibility, covered benefits, and applicable limitations before scheduled services.
• Confirm that required procedure pre-authorizations have been obtained before scheduling appointments.
• Maintaining patient records and files electronically.
• Schedule and coordinate patient recalls to support timely follow-up and continuity of dental care.
• Assisting with data entry and reporting as needed.
• Understanding and applying Health Center and Ryan White policies regarding patient eligibility and sliding fee scale.
• Coordinating with other Health Center departments to ensure seamless patient care.
• Performs special assignments and other work, on an as-needed basis.

Education and/or Experience:

• High school diploma required.
• 3 to 5 years of experience in a dental practice is required; experience in a Community Health Center/FQHC setting is preferred.
• Knowledge of dental terminology, insurance, and billing required.
• Knowledge of dental practice management software is required; experience with eClinicalWorks is highly desired.
• Bilingual proficiency in English and Spanish preferred

*Work or lived experience may substitute for education requirements on a case-by-case basis.

Knowledge, Skills, and Abilities:

Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines, and with superior product results. Strong calendaring, organizational, and document management skills are required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.

Physical Demands:

The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions. Remote work is on a case-by-case basis and must be approved by the supervisor.

• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Individuals should maintain personal and professional competency and work to create an environment of courtesy, respect, inclusion, and positivity in all interactions both internal and external to the organization.

FLSA Status: Hourly, Full-time, Non-Exempt

Leader: Senior Director of Health Operations

Salary: $24-25.63 hourly

Benefits:

• 150 hours of PTO in the first year followed by 195 hours per year moving forward.
• 12 paid holidays
• Medical coverage options include a PPO plan or a HDHP.
• Dental & Vision plans
• Health Saving Account or Flexible Spending Account
• Dependent Care Flexible Spending Account
• Employee Assistance Program
• 403b Retirement Account with 5% matching and 100% vesting after 90 days
• Life Insurance @ 2 times the annual salary
• Voluntary Life Insurance Plan including spouse and child coverage options
• Short- & Long-Term Disability Plans
• Premium Subscription to the CALM APP which assists with anxiety, stress & other mental health challenges
• Professional Development Opportunities
• Tuition Assistance
• Annual performance review that includes an annual performance-based salary increase

Protecting our team members, clients, volunteers, and community partners is an integral part of how we ensure our continued work with the clients we serve. As a condition of employment, Damien Center requires team members to be vaccinated against influenza and receive a tuberculosis skin test (or chest x-ray) annually, barring an approved religious or medical exemption.

Damien Center is an Equal Opportunity Employer

Damien Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, family status, ethnicity, national origin, age, disability, marital status, amnesty, status as a covered veteran, other legally protected status, or genetic (including family medical history) information.

Damien Center complies with applicable federal laws and with all state and local laws governing non-discrimination in employment in every location in which Damien Center has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center’s right to assign or reassign duties and responsibilities to this position at any time.