The University of Minnesota School of Dentistry is recruiting a Treatment Plan Coordinator to join our team!

In this position, you will serve as a liaison between the patient accounting office and the schoolâ™s dental clinics. 

Some of the primary responsibilities of this position include communicating and enforcing the School of Dentistryâ™s payment policies and procedures, establishing patient accounts and answering questions, collecting service fees, handling patient/guarantor/third party billing, and performing quality assurance and account adjustments and refunds. 

The Treatment Plan Coordinator will interact with patients, guarantors, students, faculty, staff and the public to promote the timeliness of patient care, collection of patient fees and resolution of patient questions and concerns through helpful, friendly, clear, concise, knowledgeable and accurate verbal and written communications. 

POSITION RESPONSIBILITIES

Account Management & Problem Solving 45%

• Communicates payment expectations and enforces the Schoolâ™s payment policies with patients/students and collects deposits or payments 
• Promotes fee collections prior to services provided to reduce patient billings 
• Formalize account terms with MHCP recipients and/or other state programs prior to initiation of treatment explaining plan coverage, plan restrictions, and/or non-covered services 
• Accesses computerized financial information to answer general questions as well as those related to specific accounts
• Assists in obtaining payment from third party payers on outstanding balances affecting payment performance on patient accounts (i.e.:  obtaining new insurance information for submission)
• Resolves customer service or billing concerns by performing activities such as refunding money and/or adjusting accounts with appropriate authorization
• Checks to ensure that appropriate changes were made to resolve customer concerns
• Contacts customers in order to respond to inquiries or to notify them of claim investigation results and any planned adjustments
• Refers unresolved patient grievances to designated departments for further investigation
• Explains third party coverage and limitations to patients 
• Contacts insurance company either by phone or Internet for insurance benefit information when necessary
• Contacts patient/guarantor either day prior or day of appointment regarding balance due on delinquent accounts and collects fees prior to next appointment
• Acts as contact person for patients/guarantors with current -150 day old accounts 
• Breaks down account summary-charges, payments, adjustments and identifies past due balances, previous write offs and is able to explain to patient/guarantor  
• Investigates patient concerns received by mail, phone, or in person
• Refers account problems/concerns to supervisor or private collection agency when necessary
• Explains, promotes, and adheres to clinic and payment policies and procedures
• Notifies students/resident/faculty via copy of EOB (explanation of benefits) in appropriate mail box with results of pre-determinations/prior authorizations
• Works during peak periods such as the beginning and end of each clinic session and/or during each billing cycle

Cash Handling/Bookkeeping/Accounts Receivable 20%

• Follows proper cash handling policies and procedures outlined by U of M
• Calculates and gives correct change and/or collects appropriate payments  
• Prepares receipts for phone payments each day and delivers to cashierâ™s office
• Reviews and audits patient record for complete entries when reconciling against computer system
• Processes daily A/R adjustments and refunds with minimal errors

Customer Relations & Services 15%

• Communicates with patients, students, staff, and faculty in a friendly, helpful, and business-like manner whether in person or by phone.
• Greets patients in a pleasant manner by determining the nature and purpose of the visit and directing or escorting them to specific destinations
• Provides information about the school such as location of departments/offices or students, residents, faculty and staff within the University
• Operates telephone system to answer, screen and forward calls providing information and/or taking messages 
• Attends and participates in clinic and other operational meetings 
• Attends and /or participates in orientation sessions 
• Provides training to students, staff, and faculty regarding patient accounting requirements, procedures and expectations 

Data Processing and Entry/General Office Equipment 15%

• Updates and /or enters pertinent information on axiUm, Dentistryâ™s patient management computer system
• Operates computers programmed with accounting software to record, store and analyze information
• Checks figures, postings and documents for correct entry, mathematical accuracy and proper ADA procedure codes
• Keeps records of customer interactions and transactions, recording details of inquiries, complaints and comments as well as actions taken on axiUm patient management system
• Prepares letters, memos, or e-mails to correspond with patients/students/residents/staff/faculty
• Accesses Internet for various websites to verify MHCP or insurance eligibility
• Operates general office equipment i.e.:  copier, fax machine, calculator and telephone system
• Navigates Dentistry computer system efficiently through knowledge of axiUm patient management system  
• Enters and processes third party pre-determinations/prior authorizations
• Enters write offs into axiUm as received
• Processes check request forms for entry into PeopleSoft for completion of refunds to patients, guarantors, or other payers
• Places electronic holds for incomplete contracting and/or delinquent account holds as needed
• Enter Care Credit applications and/or process transactions online for Care Credit finance options

Back-up Coverage and Other Duties 5%

• Reviews and processes 60 day report (updating insurance or MHCP coverage)
• Provides back up coverage when other staff are absent
• Complies with federal, state and University policies, procedures and regulations
• Processes returned mail for correct addresses

Required Qualifications **Please detail all the required qualifications on your application materials. ** 

• High School Diploma or GED
• Four years of office experience and/or training beyond high school to include:
  • customer service (phone and in-person), 
  • experience with computers, 
  • bookkeeping (accounts receivable),
  • cash handling and/or fee collections.
• Intermediate digital literacy skills, including email, word processing and spreadsheets
• Consistent and reliable attendance

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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