Treatment Plan Coordinator

Guardian Dentistry; Gaithersburg, Northern (MD, KY); Hybrid; USD 36,000 - 40,000; Full time

Benefits offered by this job

Guaranteed Hourly Rate

Paid Vacation

Paid Holidays

401k with match

Health plan

Life insurance

Disability insurance

Non-exempt

Job summary

Quince Orchard Dental Care is seeking a friendly front desk associate to manage patient scheduling, treatment coordination, and inquiries about insurance and billing. You will present treatment options and secure agreement for care, while maintaining accurate records and supporting front office operations.

The role requires high school education, strong interpersonal skills, and experience in customer service or similar settings.

Qualifications

• Education: High school diploma is required.
• Strong interpersonal and communication skills are essential.
• Experience in customer service or front desk roles is preferred.

Responsibilities

• Manage patient scheduling and treatment coordination with doctors and hygiene team.
• Answer patient questions, including insurance inquiries, and explain treatment plans and financial obligations.
• Present treatment options to patients and secure agreements for care.
• Record and update patient charts and appointment information in the system.
• Assist with general front office duties as needed.

Skills

Interpersonal skills

Customer service

Verbal communication

Team player

Education

High school diploma

Tools

Dental software

Job description

Location: Quince Orchard Dental Care

At Quince Orchard Dental Care, clinical excellence starts with our team. We take pride in the meticulous care we provide to our patients. Our skills, expertise and professionalism are delivered in a personalized, comfortable atmosphere of empathy and mutual trust. Our dentists and support staff are dedicated to their continued education and professional development. Professional self-improvement goals, adding innovative and new techniques, and procuring the latest in technological advances in the dental industry are key contributors to our team’s excellence. Ultimately, this represents our commitment to administering world class service to you our valued patients.

PRIMARY RESPONSIBILITIES

Primarily responsible for ensuring patients understand and schedule for necessary treatment. Other responsibilities include but are not limited to, coordinating communications between doctors and patients, helping to build and maintain a doctor/hygiene schedule, assist with patient inquiries, including insurance questions, organize and present patient treatment plans with financial obligations and get patient agreement. May also be required to assist with general front office duties.

Hourly rate: $26-$29 per hour

Schedule: Monday - Thursday: 7:15AM - 4:30PM & Friday: 7:00AM - 2:30PM

SPECIFIC DUTIES

Consultation Management

• Conduct patient consultation
• Calculate fees for treatment based on various fee schedules
• Assist patients with financing options, insurance questions and treatment concerns
• Maintain and use tickler file and delayed treatment file
• Notify patients when pre-estimates come back and schedule appointments after making proper financial arrangements
• Prepare in advance treatment consent forms, including surgical, endodontic, and general consents
• Record chart entries from phone or in-person conversations when appropriate
• Manage doctor charts for treatment plans, treatment conferences, letters and phone calls
• Prepare financial treatment plans and present plan options to patient at end of their appointment
• Assist with consultation appointment as directed by doctor—for example, treatment coordinator should be in the room with the doctor and patient for all or part of the consultation appointment
• Make all financial arrangements with the patient after doctor has left the consultation room

Patient Management

• If indicated, set up appointment for patient with specialist/general dentist.
• Coordinate with specialist’s /general dentist’s office; send explanatory letter, x-rays, study models, etc.
• Make sure that the office knows exactly where the patient is “in the system” at all times. For example, treatment coordinator should know whether patient has scheduled treatment, scheduled with specialist/general dentist, deferred recommended treatment, etc. and be aware of what the next step is and when it will occur
• Schedule patient for treatment at the appropriate time after the specialist/general dentist has completed treatment
• Take phone calls from patients or specialists/general dentists who have questions about treatment
• Meet with doctor briefly on a daily basis to review schedule, significant information and systems, items that need attention

Insurance Update

• Update insurance information on all patients at all times
• Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by doctor
• Assist insurance coordinator with posting correct treatment codes for billing insurance
• Verify patients benefit eligibility and dental treatment history as needed

Inventory Management

• Monitor and make sure all dental office equipment is working properly

Office Participation

• Be an active participant in staff meetings
• Perform other tasks as assigned by office manager

PERSONNEL REQUIREMENTS

• Education: High school diploma
• Legible handwriting for communications
• Knowledge of Dental Software a plus
• Office experience desired
• Interpersonal: Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
• Effective verbal skills to communicate with patients and staff
• Team player
• Able to adapt to office policy improvements (office is constantly striving for improved customer care/service)
• Conflict resolution experience
• Customer service or patient relations experience
• Quick response/accurate data entry
• Communicate all concerns to Office Manager

Compensation & Benefits

• Guaranteed Hourly Rate
• Paid Vacation & Paid Holidays
• 401k Program: with matching contributions
• Benefits (offered at 30 hours or more): Competitive health, dental, and vision plan
• Life Insurance and Disability Insurance
• FLSA Status: Non-Exempt

We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, genetic information, protected veteran status, disability status or other legally protected status. We will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship. Completion of this form is voluntary and will only be used to report on candidate demographics. Nothing contained in this form will be accessible or used in hiring or other employment decisions. Information provided will be recorded and maintained in a confidential file for reporting purposes only.

Thank you for considering a career with us! We understand you have options and that each of you have specific interests and goals. We take pride in learning about what is important to you and why you are looking to make a career change. We look forward to exploring this potential opportunity with you and providing you with enough information to make an informed decision about the next step in your career. We strive every day to provide the best possible experience for our patients. We believe strongly in our values that guide us towards unity and teamwork. Collectively we make an I.M.P.A.C.T that makes a difference. I-Integrity M-Mentorship P-Partnership A-Action C-Caring T-Transparency