Treatment Plan Coordinator

University of Minnesota; Saint Paul (MN); On-site; USD 32,000 - 47,000; Part time

Job summary

University of Minnesota School of Dentistry is seeking a Treatment Plan Coordinator to act as the liaison between patient accounting and the Graduate Periodontology clinic, ensuring timely payments and accurate billing. The role also involves communicating and enforcing payment policies, submitting prior authorizations, and scheduling patients to support smooth clinic operations.

The position is on-campus, part-time (16 hours/week), with a 40% FTE schedule, and requires proactive communication,

Qualifications

• Four years of office experience and/or training beyond high school.
• Experience with computers and digital literacy.
• Customer service and fee collections experience.
• Bookkeeping (Accounts receivable) experience.

Responsibilities

• Communicate and enforce payment policies with patients and collect payments.
• Submit prior authorizations and enter responses in Axium system.
• Schedule patients and maintain accurate account details.
• Handle patient billing, refunds, and account adjustments with authorization.
• Explain insurance coverage and verify MHCP eligibility.
• Process third party payments and perform QA on accounts.

Skills

Customer service

Computers

Bookkeeping

Fee collections

Education

High School Diploma or GED

Job description

About the Job

The University of Minnesota School of Dentistry is recruiting a Treatment Plan Coordinator to join our team!

In this position, you will serve as a liaison (business representative) between the patient accounting office and the school's Graduate Periodontology clinic.

Some of the primary responsibilities of this position include communicating and enforcing the School of Dentistry's payment policies and procedures, submitting prior authorizations to insurance companies and entering responses into the system, contacting and scheduling patients, collecting service fees, handling patient/guarantor/third party billing, and performing quality assurance and account adjustments and refunds.

The Treatment Plan Coordinator will interact with patients, guarantors, students, faculty, staff and the public to promote the timeliness of patient care, collection of patient fees and resolution of patient questions and concerns through helpful, friendly, clear, concise, knowledgeable and accurate verbal and written communications.

Work Schedule: Part-time (40% FTE/16 hours per week). Flexible days - 2 days/week, 8:00 AM - 4:30 PM. 12 month, regular term (continuous).

Work Environment/Mode: On-Campus, in person/Clinical (East Bank Campus, Minneapolis).

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Account Management & Problem Solving 45%

• Communicates payment expectations and enforces the School's payment policies with patients/students and collects deposits or payments
• Promotes fee collections prior to services provided to reduce patient billings
• Formalize account terms with MHCP recipients and/or other state programs prior to initiation of treatment explaining plan coverage, plan restrictions, and/or non-covered services
• Accesses computerized financial information to answer general questions as well as those related to specific accounts
• Assists in obtaining payment from third party payers on outstanding balances affecting payment performance on patient accounts (i.e.: obtaining new insurance information for submission)
• Resolves customer service or billing concerns by performing activities such as refunding money and/or adjusting accounts with appropriate authorization
• Checks to ensure that appropriate changes were made to resolve customer concerns
• Contacts customers in order to respond to inquiries or to notify them of claim investigation results and any planned adjustments
• Refers unresolved patient grievances to designated departments for further investigation
• Explains third party coverage and limitations to patients
• Contacts insurance company either by phone or Internet for insurance benefit information when necessary
• Contacts patient/guarantor either day prior *or day of appointment regarding balance due on delinquent accounts. and collects fees prior to next appointment
• Breaks down account summary-charges, payments, adjustments and identifies past due balances, previous write offs and is able to explain to patient/guarantor
• Investigates patient concerns-received by mail, phone, or in personRefers account problems/concerns to supervisor or private collection agency when necessary
• Explains, promotes, and adheres to clinic and payment policies and procedures
• Notifies students/resident/faculty via copy of EOB (explanation of benefits) in appropriate mail box with results of pre-determinations/prior authorizations
• Works during peak periods such as the beginning and end of each clinic session and/or during each billing cycle

Cash Handling/Bookkeeping/Accounts Receivable 20%

• Calculates and gives correct change and/or collects appropriate payment

Customer Relations & Services 15%

• Communicates with patients, students, staff, and faculty in a friendly, helpful, and business-like manner whether in person or by phone
• Greets patients in a pleasant manner by determining the nature and purpose of the visit and directing or escorting them to specific destinations
• Provides information about the school such as location of departments/offices or students, residents, faculty and staff within the University
• Operates telephone system to answer, screen and forward calls providing information and/or taking messages
• Attends and participates in clinic and other operational meetings
• Attends and/or participates in orientation sessions
• Provides training to students, staff, and faculty regarding patient accounting requirements, procedures and expectations

Data Processing and Entry/General Office Equipment 15%

• Updates and/or enters pertinent information on Axium, Dentistry's patient management computer system
• Operates computers programmed with accounting software to record, store and analyze information
• Checks figures, postings and documents for correct entry, mathematical accuracy and proper ADA procedure codes
• Keeps records of customer interactions and transactions, recording details of inquiries, complaints and comments as well as actions taken on Axium patient management system
• Prepares letters, memos, or e-mails to correspond with patients/students/residents/staff/faculty
• Accesses Internet for various websites to verify MHCP or insurance eligibility
• Operates general office equipment i.e.: copier, fax machine, calculator and telephone system
• Navigates Dentistry computer system efficiently through knowledge of Axium patient management system
• Enters and processes third party pre-determinations/prior authorizations
• Enters write offs into Axium as received
• Processes check request forms for entry into PeopleSoft for completion of refunds to patients, guarantors, or other payers
• Places electronic holds for incomplete contracting and/or delinquent account holds as needed
• Enter Care Credit applications and/or process transactions online for Care Credit finance options

Back-up Coverage and Other Duties 5%

• Reviews and processes 60 day report (updating insurance or MHCP coverage)
• Provides back up coverage when other staff are absent
• Complies with federal, state and University policies, procedures and regulations
• Processes returned mail for correct addresses

Qualifications

**Please detail all the required qualifications on your application materials. **

Required Qualifications:

• High School Diploma or GED
• Four years of office experience and/or training beyond high school to include:
  • Customer service (phone and in-person),
  • Experience with computers,
  • Bookkeeping (Accounts receivable),
  • Fee collections.
• Intermediate digital literacy skills, including email, word processing and spreadsheets
• Consistent and reliable attendance

Preferred Qualification:

• Experience with insurance

About the Department

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay and Benefits

Pay Range: $23.32-$33.92/hour; depending on education/qualifications/experience.

Retirement plan options are available for Civil Service, Faculty, Labor-Represented, Professional & Administrative, and Temp Casual classifications. Learn more about retirement plans.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.