Patient Coordinator Lead

Choice Healthcare Services; Vallejo (CA); On-site; USD 26,000 - 33,000; Full time

Benefits offered by this job

Wellbeing program

Growth opportunities

Leadership support

Team events

Benefits package

Job summary

Choice Healthcare Services in Vallejo, CA seeks a Patient Coordinator Lead - Ortho to oversee front office audits, patient retention and staff scheduling while enforcing office policy and maintaining back-office productivity.

You will handle essential administrative duties, coordinate daily scheduling, manage retention programs, and support the dentist with projects. Strong front-office experience and leadership capabilities are required; Spanish bilingual is preferred.

Qualifications

• High school diploma or equivalent required.
• 1+ years healthcare or dental front office receptionist experience preferred.
• 6+ months of leading front office operations preferred.

Responsibilities

• Audits charts daily in dental software and ensures accuracy.
• Resolves daily audits by guiding team members to correct issues.
• Tracks staffing for daily coverage and coordinates days off.
• Manages patient retention programs and unscheduled patient lists.
• Enforces CHOICE policies and office procedures.
• Maintains back office productivity to minimize patient wait times.

Skills

Front office experience

Leadership

Bilingual Spanish

Education

High school diploma

Job description

Overview

Patient Coordinator Lead - Ortho

Summary:The Patient Coordinator Lead (front office) performs audits, patient retention, schedules staff, enforces office policy, maintains the back office and performs administrative duties.

Pay Range: $19.04-24.76/hour (Based on experience)

At CHOICE Healthcare Services, our mission is to provide everyone access to the healthcare they need. CHOICE is the largest provider of pediatric dental care in the Southwest United States, and we pride ourselves on delivering high quality care to children in our communities.

What we provide to you as a CHOICE teammate:

• Care for your wellbeing and work-life balance
• Professional and personal growth
• Experienced leadership support
• Fun and supportive team dynamic with events and celebrations
• Comprehensive benefit package

Responsibilities

Essential Duties and Responsibilities:include the following. Other duties may be assigned.

AUDITS

• Reviews charts daily in dental software.
• Processes new patient paperwork and ensures it is scanned in & uploaded to thepatient chart.
• Checks for spelling accuracies and audits charts for accuracy. Every patient musthave a referral source entered.

AUDIT SPREADSHEETS

• Resolves daily audits by facilitating the team member to correct the audit or identifyingwho the team member is and noting their name along with the resolution. It’s importantthat you have team members responsible for reconciliation measures.

STAFF SCHEDULING

• Tracks back & front office work schedules, ensuring appropriate staffing for dailycoverage, coordinates days off, communicates and approves requested days off,monitors assistant approved OT hours, and tracks hours so assistants work accordingto schedule.

PATIENT RETENTION

• Manages the Unscheduled, Planner Tracker and Recare Lists.
• Responsible for the Patient Retention program.

ENFORCE OFFICE POLICY

• Reviews of the CHOICE Healthcare Services Manual & Policy Notice.
• Enforces, reviews and applies CHOICE Employee Manual & Policy Noticecriteria by discussing it with the team and/or reporting issues to supervisors for furtheraction. (Ex: dress code, eye protection, using proper coverage while taking x-rays, notbrushing their teeth after clocking in from lunch, etc.)

MAINTAIN BACK OFFICE PRODUCTIVITY

• Maintains office flow, minimum patient wait time of no more than 15 min in waitingroom and no more than 1 hour total chair time in back office.
• Utilizes down time to recover ops, open bay, and sterilization.

ADMINISTRATIVE DUTIES

• Answers phones, greets patients, confirms appointments, processes treatmentplanning and collects co-payments.
• Communicates effectively and professionally with patients, visitors, physicians, andcoworkers.
• Schedules & confirms appointments with patients.
• Interacts with others in a positive, respectful, and considerate manner.
• Uses facility resources appropriately and avoids wasteful practices.
• Analyzes work areas and makes recommendations for potential cost-effectiveimprovements.
• Reports observed or suspected medical emergencies, notifies appropriate personnel,and responds appropriately.
• Identifies facility emergency situations (e.g., fire, disaster) and notifies appropriatepersonnel and external agencies.
• Serves as telephone operator for facility; routes incoming calls correctly and takesaccurate messages when unable to connect caller to requested party.
• Receives and distributes all mail and special deliveries.
• Greets & checks in patients and provides necessary paperwork for completion.
• Prints out all labels, forms, etc., for patient charts and assembles charts beforeappointment.
• Manages Customer Service Program.
• Assists dentist with special projects and any other miscellaneous office/clerical dutiesas needed.
• Checks emails and voicemails and returns accordingly.
• Regular, predictable attendance is required.
• Ability to get along and work effectively with others.
• Submit Daily Report Sheets
• Submit Inventory Invoices and Sheets

Qualifications

Education and/or Experience:

• High school diploma or equivalent
• 1+ years of healthcare or dental front office receptionist experience
• 6+ months of leading front office operations.
• Bilingual in Spanish, preferred