Dental Patient Service Representative

Heartland Community Health Center – Lawrence, KS; Lawrence (KS); On-site; USD 26,000 - 34,000; Full time

Job summary

Heartland Community Health Center – Lawrence, KS is seeking a Patient Service Representative for the Dental division. The role focuses on patient interaction, scheduling, and navigation between patients and Dental Care Coordinators to ensure a smooth, respectful experience.

Responsibilities include handling calls, updating records in the EHR, assisting with insurance questions, and maintaining confidentiality in line with HIPAA requirements.

Qualifications

• High school diploma or equivalent required; certification in healthcare administration or related field preferred.
• Prior experience in a dental clinic or dental insurance setting.
• Experience in a healthcare or patient service role preferred.
• Mental Health First Aid Certificate within 90 days of hire.
• Excellent interpersonal and communication skills.
• Proficiency with EHR systems and basic computer applications (MS Office, MS Teams).

Responsibilities

• Answer incoming calls promptly and professionally.
• Address and resolve patient complaints or concerns.
• Provide information about center services, policies, and procedures.
• Facilitate communication between patients and clinical staff.
• Schedule and confirm patient appointments; manage urgent cases and walk-ins.
• Verify and update patient information in the EHR system.
• Assist with patient insurance details and sliding fees; liaise with billing.
• Maintain confidentiality and HIPAA compliance in all interactions.

Skills

Interpersonal communication

Verbal communication & listening

Problem solving

Handling sensitive information

Education

High school diploma or equivalent

Healthcare administration cert preferred

Tools

EHR systems

MS Office

MS Teams

Secure messaging systems

Job description

Reports to

Director of Dental Services and Healthy Futures

Status

Non-Exempt (Hourly $19 - $25)

Job Purpose

The Dental Patient Service Representative (PSR) provides high-quality customer service to dental patients by managing scheduling, coordinating communication, and supporting patient navigation to Dental Care Coordinators. The PSR maintains a strong knowledge of dental appointment types, clinical workflows, and insurance basics to ensure accurate scheduling and a positive patient experience.

At Heartland, we are a people-centered environment dedicated to providing exceptional care and service to our patients. This role requires the ability to manage stress and maintain composure in a fast-paced, sometimes high-pressure setting. This role will require the ability to handle difficult situations and calm distressed patients to ensure a safe and supportive atmosphere. A foundational understanding of medical or dental terms to effectively communicate with patients and healthcare professionals is highly preferred.

Job title

Patient Service Representative – Dental

Duties And Responsibilities

• Patient Interaction & Experience:
  • Answer incoming calls promptly and professionally.
  • Address and resolve patient complaints or concerns promptly and professionally.
  • Provide information about the health center’s services, policies, and procedures.
  • Facilitate communication between patients and clinical staff to ensure a smooth experience.
  • Ensure that services are accessible to all patients.
  • Use de-escalation techniques to manage and resolve conflicts calmly and professionally.
  • May respond to crisis phone calls and will need to connect callers to crisis services.
  • Handle patient inquiries and tasks promptly and efficiently to minimize wait times.
  • Ensure that information provided to patients is accurate and complete.
• Appointment Scheduling:
  • Schedule and confirm patient appointments, ensuring optimal utilization of the provider’s template.
  • Coordinate with clinical staff to accommodate urgent appointments, triage and walk‑ins.
  • Coordinate with clinical staff to ensure appointment availability and manage scheduling conflicts.
  • Provide patients with pre-appointment instructions and information; this may include Patient Portal resources.
• Patient Records Management:
  • Verify and update patient information in the EHR system accurately.
  • Ensure all patient interactions are documented properly and confidentiality is maintained.
• Insurance and Billing:
  • Verify patient insurance information and assist with pre-authorization when necessary.
  • Inform patients about sliding fee scales, co‑pays, deductibles, and other payment responsibilities.
  • Assist patients with basic billing questions and connect with billing department to resolve any discrepancies.
• Communication:
  • Use effective communication skills to understand and respond to patients’ needs.
  • Transfer calls to appropriate departments or personnel when necessary.
  • Follow up with patients as needed to ensure their needs are met.
• Confidentiality & Patient Privacy:
  • Adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations. By protecting patients’ rights by maintaining confidentiality of personal and financial information.
  • Limit access to patient information to authorized personnel only.
  • Shred or securely dispose of documents containing patient information when they are no longer needed.
  • Conduct conversations involving patient information in private areas where they cannot be overheard by unauthorized individuals.
  • Verify the identity of callers before discussing patient information over the phone.
  • Verify patient identity before sharing information or discussing their appointment information.
  • Use secure channels for electronic communication of patient information (e.g., encrypted emails, secure messaging systems).
  • When scheduling appointments, avoid sharing unnecessary details that could reveal sensitive information to bystanders.
  • Handle patient complaints and issues with empathy and professionalism.
  • Escalate complex issues to the supervisor or appropriate department for resolution.

Qualifications

• High school diploma or equivalent required; additional education or certification in healthcare administration or a related field preferred.
• Prior experience in a dental clinic or dental insurance setting.
• Previous experience in a healthcare setting or patient service role preferred.
• Previous experience in a call center, customer service, or healthcare setting preferred.
• Completion of Mental Health First Aid Certificate within 90 days of hire.
• Excellent interpersonal and communication skills.
• Excellent verbal communication and listening skills.
• Proficiency in using EHR systems and basic computer applications (e.g., MS Office, MS Teams).
• Strong organizational skills and attention to detail.
• Ability to handle sensitive and confidential information.
• Problem-solving skills and the ability to work under pressure.

Working conditions

• Fast-paced call center environment.
• Extensive use of computers and telephones.
• Regular interaction with patients, medical staff, and insurance companies.
• This role may be exposed to infections and contagious diseases.
• This role is subject to interruptions.
• This role completes tasks that are performed in close physical proximity to other people.
• This role requires working indoors in environmentally controlled conditions.
• This role requires de-escalation skills.

Physical Requirements

• Sufficient visual acuity to be able to read and write and operate equipment common to this position.
• Ability to sit for extended periods.
• Manual dexterity to operate office equipment.
• Moves equipment weighing up to 25 pounds.
• Moves throughout the building to meet with employees, patients, or visitors.
• Must be able to remain in a stationary position during shift.
• Ability to read, write, and speak English.
• Frequent communication with patients about their experience at the health center. Must be able to exchange accurate information in these situations.
• Operate a computer and other office equipment, such as tablets, scanners, printers, and phones.
• Adhere to process protocol or procedures.

Details

• Hours M – F from 7:30 am – 7 pm as needed (average of 40 hours per week)
• Hours are approximate and may be altered by supervisor(s) as needed
• Location: Heartland Community Health Center – 1312 W 6th Street