Job Description
'"
JOB TITLE: Treatment and Financial Coordinator
HOURS: Eight work hours per day plus a one hour lunch break
REPORTS TO: Team leader or Doctor
PURPOSE OF THE JOB: The three major responsibilities of the financial coordinator
are: 1) making sound financial arrangements; 2) collection of outstanding accounts;
3) proper insurance filing and follow-up within 30 days of claim.
ESSENTIAL FUNCTIONS AND RESPONSIBILTIES are as follows. Other duties may
be assigned:
Make definite financial arrangements with all new patients and every patient who has agreed to recommended treatment, according to the financial policy of the office.
Take responsibility for requesting and collecting money "Over-The-Counter" (OTC)
daily. (The goal is to collect >45% of the daily production OTC via cash, check,
credit card and pre-payment).
No patient is to be scheduled until a financial arrangement is agreed upon with the
patient and signed. Patients should receive a copy of any written financial arrangement.
Be responsible for the distribution and interpretation of weekly and monthly
accounts receivable computer reports.
Take responsibility for the security and posting of all cash, check and credit card
transactions and issue patient and insurance refunds.
Balance the cash on hand, and be sure a bank deposit is made daily during office
hours. See that the bank deposit slip matches the day sheet total.
Greet patients with a smile and make sure financial, insurance, and personal
information is filled out completely and up to date.
Check patient out following treatment and pass off from assistant or hygienist.
Collect OTC amounts that are due and if needed assist scheduling coordinator or
pass off patient to schedule needed appointments.
Answer phone when scheduling coordinator is out of the office or on the line helping
another patient.
Subtract the In- The-Mail (ITM) collection amount from the deposit to determine the OTC amount for the day. Give these amounts to the office manager to post to Team Bonus records.
II. Collection Control
Any patient portion of fees due, is to be collected on (or preferably before) the day of treatment 45%+ of all collections should be received OTC.
Total accounts receivable balance should be no more than .8x average monthly production of the last 3 months.
Be in charge of all collection problems and keep current at all times. See that all agreements not kept are confronted and resolved as soon as possible.
Run a monthly aged receivables report (30-60-90) and be prepared to review with the doctor on a monthly basis.
Use a collection tracking system so anyone in the office can see what the current status is and what agreements have been made with the patient regarding their account. Enter agreement notes in guarantor notes of MS Word document notes.
Send uncollectible accounts to the collection agency when necessary, with doctors written permission - the doctor is the only person in the office with the authority to send a patient to collections.
See that each record has today's treatment and fee posted as it comes through.
Give receipts to patients paying each day.
Write off uncollectible accounts as necessary, with written doctors permission – the doctor is the only person in the office with the authority to write off a patient's outstanding balance due.
Represent doctor in small claims court, if necessary.
Dress and present yourself in a professional manner.
III. Insurance Control
Maintain, monitor and follow up the insurance system.
Keep the master insurance file current.
Verify insurance coverage and determine the approximate patient portion of the estimated procedures.
Be responsible for handling all the insurance claims electronic and written.
Correspond with insurance companies regarding claims. Send tracers when necessary .
Follow up on any claims not paid within 45 days.
Keep insurance EOB's stapled by day and in a monthly folder (not in patient chart)
Only refund insurance over payments when a written request is received from the insurance company.
Insurance coverage is an agreement between the patient and the insurance company. We accept it as a form of payment but the full amount is the responsibility of the patient. It is imperative that the patient understands this.
IV. Marketing
Help promote acceptance of recommended treatment by making good financial arrangements.
Always present a positive image and work with the patient to find a win-win solution.
Look at insurance coverage as a benefit of offsetting treatment costs, no matter what the coverage is (some is better than none).
Always emphasize the benefits of the treatment, in terms of what motivates the patient to seek the treatment.
Help put the patient at ease, reaffirm their decision to proceed, and promote the doctor and team to prevent buyer's remorse.
Answer account inquiries from office staff, patients, and insurance companies.
Ask for referrals when given the opportunity and distribute “Invitation” to Practice.
.
V. Office Procedures
Greet patients when arriving, as if you have been expecting them.
Indicate to the doctor and team when the next patient has arrived.
Introduce patient to Scheduling Coordinator after financial arrangements have been made.
Preheat the scheduling coordinator the evening before for the morning huddle so that she can discuss pertinent financial aspects related to the day's schedule.
When making a financial arrangement, be sure to add in any previous outstanding balance to the total amount arranged.
See that the front desk is covered at all times and cover the Scheduling Coordinator position during breaks, vacation, days off, and lunch (cross training).
Complete telephone information sheet on all new and emergency patients.
Provide the doctor with a copy of the day sheet each day, showing procedures billed, all patient payments and a breakdown of OTC and ITM collections.
Check records each day to approach any patient with an overdue balance.
See that all necessary forms for the next workday are ready before closing the office, and that all backlog paperwork is completed before closing the office for the weekend.
Organize and maintain all file systems for quick retrieval of information.
Encourage all new patients to schedule a comprehensive examination.
Keep the doctor informed and current on all aspects of the office, patient status, recommendations, etc.
Be responsible for own desk area and keep the reception area neat and organized.
Have all necessary financial arrangement forms and supplies in neat and ready order.
Run errands such as bank deposits, supplies, printing and mail as needed.
Input and maintain fee schedules in computer system.
Discourage patients from canceling and rescheduling their appointments by using the appropriate office protocol.
Work with computer technician during system upgrades, troubleshooting, and general system maintenance.
SECONDARY DUTIES
Answer telephones within three rings and take messages.
Make patient appointments.
Duplicate x-rays and annotate images for insurance submission.
Help in the organizing and neatness of the reception room (magazines, coffee, etc)
QUALIFICATIONS AND REQUIREMENTS: To perform this job successfully, an
individual must be able to perform each essential duty satisfactorily. The requirements
listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: High School diploma or Graduate
Equivalence Degree and 6 months data entry experience; 6 months to 1 year
experience in basic use of computers; 6 months experience with dental insurance
billing helpful; or equivalent combination of education and experience.
LANGUAGE SKILLS: Ability to read, analyze, and interpret standardized forms,
insurance and/or computer procedures, or governmental regulations. Ability to
write letters and memos in response to patients and insurance company inquiries.
Sufficient command of English language to respond to questions from patients and
insurance companies regarding accounts, and computer technicians regarding the
computer system. Sufficient command of dental terminology and procedures to
communicate with staff and insurance company personnel.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units
of measure, using whole numbers, common fractions, and decimals. Ability to
compute rate, ratio, and percent.
LICENSES and CERTIFICATIONS
Certified in Cardio-Pulmonary Resuscitation (CPR)
Valid Driver's License
OTHER SKILLS and ABILITIES
Ability to communicate clearly regarding accounting information.
Ability to quickly write detailed information in a readable, legible, condensed form.
Ability to be consistently punctual and reliable in attendance.
Ability to work safely and follow established safety and office procedures.
Excellent memory skills.
Ability to deal with a variety of patient personality types in an objective and caring manner.
Ability to treat everyone by the "Golden Rule"- Treat them as you would wish to be
treated (Nordstrom Philosophy)
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions. While performing the duties of this job, the employee is:
Regularly (2/3 or more total time) required to:
Sit on office chairs or stools up to 2 hours at a time up to a total of 7.5 hours per day;
Push/pull up to 45 pounds such as when opening and closing file drawers;
Use hands and wrists to finger, handle, grasp, or feel objects such as pens or pencils;
Use wrists and finger dexterity while using a computer keyboard and mouse;
Talk with patients, dentists, and co-workers on the telephone and in person;
Hear conversations or instructions from patients, co-workers, insurance company personnel, telephone ringing.
Frequently (1/3 to 2/3 of total time) required to:
Reach with arms while retrieving materials;
Twist the head and torso.
Occasionally (up to 1/3 total time) required to:
Walk on carpeted and linoleum floors intermittently up to 1 hour per day;
Stand on carpeted floors intermittently up to 2 hours per day;
Bend at the waist such as when getting supplies or files;
Squat, stoop or kneel momentarily such as when retrieving files or supplies;
Climb stairs and step ladder 48 inches high to retrieve files and supplies;
Rotate head and torso.
Lift and/or move up to 50 pounds (cases of paper) up and down stairs and carry a
maximum of 40 feet on carpeted floors, such as when retrieving supplies.
Specific vision abilities required by this job include close vision, color vision (filing,
scheduling and charting systems are color-coded), peripheral vision, depth perception,
and the ability to adjust focus.
PSYCHOLOGICAL DEMANDS
The psychological demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is:
Regularly (2/3 or more total time) required to:
Meet deadlines;
Pay attention to detail;
Respond to the needs of multiple bosses;
Work as part of a team.
Frequently (1/3 to 2/3 total time) required to:
Change priorities;
Be interrupted;
Juggle multiple tasks;
Work alone;
Deal with irritated people and patients in pain;
Build rapport with patients/vendors, etc.
Occasionally (up to 1/3 of total time) required to:
Have to think "on his/her feet";
Work more than 8 hours by choice;
Interact with people from other departments;
Work in a "fast-paced" environment.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee works:
Occasionally (up to 1/3 total time):
Exposed to odors from dental substances and chemical solvents.
The noise level in the work environment is usually quiet to moderate. Work is
performed in an enclosed office or cubicle.
EQUIPMENT or PROGRAMS USED
While performing the duties of this job the employee is required to wear the following safety equipment:
Wrist protector if needed
REGULARLY FREQUENTLY OCCASIONALLY
Computer Telephone Microsoft "Excel"
Printer Fax machine X-ray duplicating machine
Copy machine Intercom
Calculator Credit card imprinter
Microsoft Word
Answering machine
Microsoft Publisher
.
.
I have read and understand the above job description and realize that I will be held accountable for any or all of its contents.
Employee Signature: ______Date: ______
Doctor's Signature: ______Date: ______