Dental Implant Coordinator

Location: Missoula, MT
Position Title: Dental Implant Coordinator
Reports to: Practice Administrator
Position is:    Non-Exempt
Re-evaluated Position 2-5-2014    
The Implant Coordinator is the coordinator and organizer of all the dental implant related activities of the practice. This position is directly or indirectly responsible for all activities related to processing dental implant patients through the practice from scheduling of consultations to final prosthetic check and record keeping. Some of these responsibilities will be the direct duties of the Implant Coordinator. Others will be duties of others, but policy and procedures pertaining to such shall be under the supervision and responsibility of the Implant Coordinator.
  1. Review ongoing schedule to maintain awareness of upcoming implant consultations.
    1. Insure all pertinent documentation is in place for pending consultations.
      1. Referrals, films, etc.
    2. Insure adequate time is allowed in schedule for completion of implant process with full attention of Implant Coordinator.
    3. If possible, prepare FA ahead of appointed time to reduce patient waiting time at actual appointment.
  2. Orchestrate implant consultation process.
    1. Greet patients in reception room and introduce yourself as implant coordinator.
    2. Seat patient in consultation room and confirm patient understands the reason for appointment.
    3. Explain to patient need/value of 3D imaging as part of the consultation, and review the financial policy regarding such.
    4. Take CBCT and transfer into Anatomage.
    5. Discuss with patient basics of dental implants and generally how the process functions.
    6. Discuss with patient their specific situation and what their dentist has recommended to confirm their interest.
      1. Build value!
    7. Review with the consulting doctor, the patient’s information as follows:
      1. Patient’s name
      2. Referring Doctor
      3. Reason for referral
      4. Pertinent medical history
      5. Details of significant findings from preceding discussion with patient regarding patient’s goal.
    8. Be present during doctor’s consultation with the patient.
      1. Take notes on details of doctor’s discussion with the patient so you have record for your benefit of what doctor is recommending and why.
    9. Review doctor’s orders following consultation to assure your understanding.
    10. Complete FA and review with the patient.
      1. Help patient make financial arrangements for payment via third party financing or other means.
      2. Collect payment from patient per office policy prior to surgery.
    11. Facilitate completion of all consents and other paperwork per office policy and procedures.
    12. Schedule patient for surgery appropriately.
  3. Facilitate communication with referring offices.
    1. Strive to develop close working doctor’s relationship with referring office personnel to enhance referral relationships.
    2. Communicate with referring doctor’s office prior to initial consultation if necessary to assure clarity of referral.
    3. Communicate to referring office is needed for them to fabricate a surgical stent/guide and be responsible for making sure it is secured in office at least 24 hours prior to surgery.
    4. Formulate written correspondences with referring doctors to advise of patient progress at the following points:
      1. Initial consultation.
      2. After each surgery/stage of treatment.
      3. After release for prosthetic phase.
    5. Secure final photos/x-rays for final prosthetic check if indicated from referring office.
    6. Work in coordination with marketing personnel to schedule educational meetings with referring office and/or meetings between doctors at appropriate time in coordination with cases that make this appropriate. Example: All on for lunch and learn.
  4. Keep records of and track decision process of all patients that have consultation but do not initially commit to treatment.
    1. Many patients who do not commit to treatment initially will eventually proceed, even years later. The Implant Coordinator is responsible for developing professional relationships with these patients that will eventually lead to follow through with treatment.
    2. At initial consultation, if patient will not commit to treatment, categorize as follows:
      1. Not a candidate for treatment.
        1. Example: indigent patient with no financial resource to obtain treatment and no potential to obtain such.
          1. This patient may be inactivated immediately with no follow-up.
          2. Communicate diplomatically with referring office.
      2. Delayed for financial reason with future potential.
        1. Offer all possible financial resources, third party financing, etc.
        2. Offer to follow-up with patient via phone to continually reassess circumstances and continue to pursue agreement to proceed.
      3. Delay because of hesitation with treatment plan.
        1. Offer to follow-up with patient via phone.
          1. Continue to build value and work to identify reason for not proceeding. Examples: fear, lack of value, misunderstanding, etc.
  5. Communicate with staff member in charge of inventory to inform of any special needs for specific cases that may require materials not normally in inventory.
  6. Work in close coordination with the Marketing Director to schedule educational outreach opportunities for referring offices such as All on 4 lunch and learn.
  7. Attend all study club and office sponsored CE activities that are pertinent to the implant portion of the practice.
    1. This is to improve the implant coordinators skills and knowledge base.
    2. Facilitate relationship building with referring offices and their staff members.
  8. Work in coordination with the receivable department to confirm insurance benefits, obtain timely preauthorization for planned procedures, and submit appropriate claims with supporting documentation.
  9. Submit monthly report to Practice Administrator and CC owners of practice and marketing director. Include the following data:
    1. Total number of implants placed in past month, year to date, and same month last year.
    2. Total number of implant consults completed in past month and detail by referring doctor.
    3. Closure rate on implant consultations for month and year to date.
    4. Include a summary of any thoughts or facts pertinent to improvement or growth of dental implant portion of the practice.
  10. Abide by all other general policies and procedures of the business.
  11. Assist and provide back-up for Scheduling Coordinator/Front Desk staff and Surgical Assistant/Technician.
  12. Other duties as assigned.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
This position requires a minimum of a High School diploma or GED equivalent.
A thorough understanding of technology applications used in this position is a must.
Technology used in this occupation:
Accounting software — Intuit QuickBooks software
Desktop publishing software—Adobe Systems
Electronic mail software —Microsoft Outlook
Spreadsheet software — Microsoft Excel
Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
Speaking — Talking to others to convey information effectively.
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Service Orientation — Actively looking for ways to help people.
Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
Integrity — Job requires being honest and ethical.
Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Self-Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.

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