Dental Referral/Insurance Coordinator

POSITION TITLE: Dental Referral/Insurance Coordinator

DEPARTMENT: Dental

WAGE GRADE: 10

FLSA STATUS: Non-Exempt 

ESC CODE: 43-6013

FUNDING SOURCE: IHS 

OPENING: May 13, 2025

CLOSING: May 23, 2025

Position Summary:

This position is responsible for coordinating specialty care referrals for patients that require specialty dental care not provided by the YCHC Dental Department, review with the patient the dental treatment plan and estimated insurance, IHS, Medicaid, Sliding Scale or Self-pay coverage.  This position will assist patients in understanding their insurance benefit and will work with insurance companies on the patient’s behalf to communicate insurance concerns, and manage any insurance disputes.

This position requires compliance with Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position’s regular performance evaluation. 

 Essential Functions:

1. Assure the readiness of the reception area for each working day; opens the building at the designated time and have all front desk programs and area  fully operational at the start of business hours. Maintains patient waiting areas, water dispensers, office files, and front-desk areas in a manner that is organized and neat.


2. Welcomes and greets patients/clients/visitors to the health center in a manner that is helpful and friendly; determines purpose of visit and direct patients/clients/visitors to appropriate person.


3. Responds to emergencies in a calm manner and adjusts schedule as needed to accommodate emergency patients.


4. Exercises diplomacy and tact to provide excellent customer service for patients; practices confidentiality and privacy protocols in accordance to health center policies and Health Insurance Portability and Accountability Act (HIPAA) requirements.


5. Respects and maintains privacy and dignity of patients; always assures patient confidentiality.


6. Assist patients or family members with completion of registration forms.


7. Schedule appointments in electronic health record (EHR), including automated appointment reminders.


8. Upon check-in, review and confirm all patient information is accurate. Update and correct errors on demographic and insurance information in the patient’s electronic health record.


9. Complete patient-related administrative tasks, including scanning, updating medical records, faxing, etc. in a timely manner.


10. Schedules and coordinates appointments and transportation to appointments for patients needing outside specialty care; communicate with YCHC dental/medical providers and receiving providers, case managers, and patients to ensure patient appointments, travel arraignments, lodging, transportation and other logistics are completed as approved for medically necessary travel.


11. Maintains the referral system used to assist patients in accessing services not provided by the YCHC Dental Department; sets up and maintains electronic and paper files for referral forms and assist with patient forms/letters of instruction regarding patient referrals and travel as needed.


12. Verifies health insurance coverage and explains insurance benefits to patients.


13. Determines patient’s health care payment and eligibility; obtains pre-certifications/pre-authorizations for treatments required by insurers; works with Enrollment Specialist to assist patients with insurance coverage enrollment.


14. Compiles and maintains a comprehensive file on all patients that require referring out to other specialties; sends all medical notes, demographics, and billing information to the outside provider; receives medical records from specialty care providers of visits that pertain to referrals obtained through the YCHC Dental Department.


15. Tracks the patient’s appointments through completion and ensures the patient has proper follow-up until dental care is complete.


16. Works directly with Indian Health Service (IHS) Purchased Referred Care (PRC) department in the coordination of services, and attends PRC meetings as scheduled for dental PRC patients.


17. Enter data into the Electronic Health Record (EHR), and dental practice management software; generate reports for all activities.


18. Post payments/deposits made by patients through front office payments; follow up on non-paid insurance claims; manage late payments and overdue accounts; and, monitor reports to confirm payment from clients and insurance companies.


19. Adheres to health center policies on safety and security; maintains restricted areas safe by safeguarding access of secure areas and computer system passwords in strict confidentiality


20. Maintains a procedure manual for position, updating as needed; and, maintains patient waiting areas.


21. Coordinate and/or assist with special projects as assigned or requested. 


22. Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).


23. Performs other reasonably related tasks or duties as may be required or assigned.

Knowledge, Skills and Abilities:

• Knowledge and experience in all facets of dental business office operations.


• Knowledge of HIPAA.


• Knowledge of patient registration principles.


• Knowledge of regulations concerning patient's eligibility for services.


• Knowledge of healthcare insurance systems including Medicare, Denali Kid Care, Private Insurance, and Fee-for-Service sufficient to appoint patients, inform patient of financial responsibility and explain provision and requirement to patient.


• Knowledge of dental procedure terminology and insurance billing codes.


• Knowledge and ability to communicate essential information to patients and families, such as in the scheduling of appointments and referrals.


• Knowledge of modern office principles and practices.


• Knowledge of computers and job-related software programs.


• Knowledge of basic accounting principles, bookkeeping, budgeting, and financial reporting.


• Knowledge of customer service principles.


• Knowledge of the correct and effective use of English, including grammar, spelling, and punctuation.


• Ability to communicate clearly and effectively, both orally and in writing, using tact and sensitivity.


• Ability to prioritize and shift priorities to accommodate changing needs of the department.


• Ability to organize the multiple demands of the job.


• Ability to work well under pressure with minimal supervision.


• Ability to work with personal computer and utilize a variety of software applications, including office software systems and EHR system.


• Ability to work outside normal business hours and on weekends as needed.


• Ability and willingness to travel.


• Skill in time management, prioritizing and organizing work, and attention to detail.


• Skill in interpersonal relations and customer service.


• Skill in the maintenance of files and records.


• Skill in the use of computers and job-related software programs.


• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.


• Skill in calculating financial fees and discounts.


• Skill in oral and written communication.


• Skill in problem-solving and conflict resolution.

Work Environment/Physical Demands:

The work involves moderate risks or discomforts that require special safety precautions, including exposure to contagious diseases. Employees may be required to use protective clothing, such as masks, gowns, coats, boots, goggles, gloves, or shields.

The work is sedentary. Typically, the employee sits comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility:

 This position has no formally assigned supervisory responsibility or authority.      

Minimum Qualifications:

• High school diploma or equivalent.


• One (1) years of progressively responsible, related experience, Experience in a dental office environment, health care business office, medical insurance office, eligibility determination or other medical office related experience is preferred.


• Current CPR certification or able to obtain CPR certification.


• Must comply with YCHC immunization and Covid policy.


• Must be dependable and punctual.


• Possession or ability to readily obtain a valid driver’s license issued by the State of Alaska with a clean driving record.


• Must successfully pass a criminal and background check.
  

Disclosures:

 We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age.

• THE YAKUTAT TLINGIT TRIBE IS A DRUG FREE WORKPLACE. THIS POSITION MAY BE SUBJECT TO RANDOM DRUG TESTING AND CRIMINAL HISTORY CHECK.  
  

• Preference will be given to qualified Yakutat Tlingit Tribal Member and/or Alaska Native candidates.

• NATIVE AMERICAN PREFERENCE WILL BE APPLIED TO HIRING OF THIS POSITION AS DEFINED IN TITLE 25, US CODE, CHAPTER 14, SUBCHAPTER V, SUBSECTION 273 AND 274.  WE ARE AN EQUAL OPPORTUNITY EMPLOYER WITH PREFERENCE GIVEN TO QUALIFIED NATIVE AMERICAN/ALASKA NATIVE APPLICANTS IN ACCORDANCE WITH FEDERAL LAW AND TRIBAL POLICY.