DentalOne Partners

  • NC - Specialty Coordinator

    Job Locations US-NC-Fayetteville
    # of Openings
  • Default: Practice : Practice

    Hope Mills DentalWorks


    The Specialty Coordinator’s primary responsibility is to ensure that all orthodontic and oral surgery patients receive the highest quality of care, while partnering with the Operations Leaders (OL), Director of Market Operations (DMO) and providers by identifying areas of opportunity for patient scheduling which allows for better productivity, flexibility and correctness of all patient and company records.


    Essential Functions:

    • Ensure that all oral surgery patients receive the highest quality of care and service


    • Ensure that all patients are prepared for their oral surgery visits by establishing and encouraging the proper referral protocol, including but not limited to having a written referral and if applicable, sedation guidelines.
    • Ensure that all orthodontic and oral surgery patients receive the highest quality of care and service
    • Ensure that patients/parents have a good understanding of treatment needed
    • Make every effort, within the guidelines of DPI policies, to secure financing for the patients/parents
    • Coordinate patient flow by monitoring the schedule throughout the day to ensure that your team stays on schedule
    • Ensure development and maintenance of friendly and professional relationships between patients, staff members and doctors
    • Help the Operations Leader to effectively resolve patient complaints in a timely manner
    • Provide a clean and professional environment for all patients


    • Adhere to the orthodontic patient scheduling process in way that maximizes production
    • Adhere to patient scheduling process when scheduling patients
    • Work with the Operations Leader to ensure that all scheduled patients are called to confirm their appointments
    • Coordinate daily patient schedule by adhering to appointment templates to ensure a productive schedule.
    • Send appropriate letters/cards to no-shows, cancellations and late arrivals
    • Understand and use doctor’s treatment plan to ensure properly scheduled follow-up appointments
    • Coordinate patient re-call process for follow-up appointments
    • Ensure that all patient treatment and accounts are current
    • Work ortho and oral surgery patient accounts receivables regularly
    • Complete comlogs in a timely manner
    • Review reports and take action needed to maintain patient treatment and accounts
    • Update the Ortho Consult Log each patient day to ensure proper tracking and follow up


    • Maximize financial resources of orthodontic and oral surgery  team by maintaining accurate records and following Company procedures
    • Ensure that payments are collected from patients at time of service
    • Be knowledgeable of and effectively coordinate managed care component (scheduling, fee schedules and collections, etc.)
    • Support patient flow and maximize budgeted payroll hours by effectively scheduling orthodontic and oral surgery staff
    • Work with Operations Leader to monitor and control orthodontic and oral surgery expenses within budgeted amounts, and that all equipment is maintained and appropriate levels of supplies are available


    • Develop and maintain open and regular internal communication
    • Partner with each affiliated or managed practice’s Operations Leader and support staff
    • Communicate with the Operations Leaders to ensure the orthodontic schedule is created and distributed to necessary affiliated or managed practices at least three months in advance
    • Educate Operations Leaders and Patient Relations Coordinators regarding orthodontic managed care, scheduling and codes
    • Participate in daily and monthly informational huddles with staff members
    • Effectively and continuously communicate with doctors, Operations Leaders and support staff regarding orthodontic goals, Company information and personnel management issues
    • Keep Doctor/Operations Leader/DMO informed and work with them to prevent and/or resolve issues

    Non-Essential Functions:

    • Maintain HIPAA compliance through patient confidentiality
    • Follow required OSHA safety procedures as necessary
    • Complete all Continuing Education requirements timely
    • Help to keep the affiliated or managed practice clean and organized
    • Help out the other members of the affiliated of managed practice team as directed by your supervisor
    • Actively support marketing directives to increase orthodontic revenues

    Travel Requirements:

    • Must be able to travel between multiple practices within a market/region on a daily basis


    • Education/Certification:
      • High school diploma or equivalent required
      • One to two years experience working in a professional environment with direct customer contact desired.
      • Knowledge of orthodontic and oral surgery procedures.


    • Skills/Abilities:
      • Strong interpersonal and relationship building skills; work well with others
      • Excellent written and verbal communication skills
      • Professionalism and professional image
      • Strong organization and planning skills; detail oriented
      • Ability to multi-task in a fast-paced environment
      • Computer proficiency and ability to learn new software
      • Conflict resolution and problem solving skills


    Work environment/Conditions:

    • Overtime required to perform job functions as approved by Senior Leader of Operations
    • Travel as needed for training and to perform job functions
    • Safety procedures required including protection to minimize the risks from X-rays and blood borne pathogens
    • Potential extended period long hours standing on feet



    Disclaimer:  The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. The company’s management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.


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