Job Duties/ Responsibilities:
A Treatment Coordinatoor’s priority is to see their assigned patients in a timely, and effective manner, while maintaining the ability to make personable connections with each patient. This job requires an outgoing, relatable personality. This position determines every new patient’s first view and experience at Plaza Orthodontics. This job requires financial awareness, attention to detail, and accuracy. This position executes the treatment plan provided by the doctor. It is crucial that you listen to the doctor’s directions, perform the procedures correctly, work efficiently, and accurately chart the patient’s visit.
Answering Phones
Most of the incoming calls will consist of setting up a patient’s initial consultation. It is very important to always answer with a smile in your voice.
Greeting New Patients
You are the first face that our patient and/ or guardian will see. It is your responsibility to look presentable and uniformed. You will occasionally check on patients in the lobby.
Scheduling New Patients
The Administrative Training Manual that will cover the step-by-step details of how to schedule new patient phone calls.
Scheduling Current Patients
Schedule the next appointment and either send them a text reminder or printout a reminder. Remember to follow the scheduling guidelines. If an issue arises, place the patient on hold and inform your Office manager for further guidance.
Opening/ Closing duties
You will be assigned duties that will change. It is your responsibility to complete your chores and initial off after completion. If you find anything not in working order, please inform your Office Manager. Some of your daily side duties will include: responding to emails, Weave texting service, correspondence between dentists and oral surgeons, and handling ‘New Patient Leads’.
Running Reports
A report will be assigned to you and may pertain to insurance, appointment frequency, and payments.
Taking Payments / Collections
During your training period, any calls or questions regarding a payment will be handled by the Lead Administrative Assistant. After the main training period is complete, you’ll be trained on and responsible for payments and collections.
Scripts
This position creates patient letters and has the doctor check and sign letters. It is your responsibility to ensure the document is saved in the patient’s medical chart, as well as sent to the referred/ preferred office/ doctor.
Contracts
When a patient starts treatment in our office, they receive an official contract. Once the contract is completed by the patient it is your responsibility to witness it in its entirety. You will scan the contact into the patient’s chart, activate the contract, and set up the patient’s FPP.
Late Policy
The expectations are to clock in for every shift on time each morning. The third tardy or unexpected absence in 30-days period will result in a probationary period, any violation during the probationary period, will end in a written warning and after two written warnings will result in termination.
