Front Desk Patient Coordinator

Introduction

KinderSmile Foundation was founded in the community and for the community. Since establishment in 2007, our mission has been to provide underserved children, perinatal women, and families with access to comprehensive dental care and educate underserved children and their families on the importance of dental hygiene. We envision a future where every child has access to a dentist, and preventable dental diseases are eradicated.

As an organization that bridges the gap in access to care for vulnerable communities in the state, we ensure that the patients and community receive quality care at the highest ethical caliber, valuing checks and balances. KinderSmile Foundation dental providers and staff are expected to adhere to the highest level of ethical conduct, responsibility, and integrity when caring for our patients and community, understanding the trust they place in us to prioritize their health and wellbeing.

Position Summary

As a KinderSmile Foundation bilingual Front Desk Patient Coordinator (FDPC) at a KinderSmile Community Oral Health Center (KSCOHC) Dental Home, you are responsible for providing support to dental professionals and ensuring a comfortable, efficient, and professional environment for patients. You are responsible for exceptional patient support and smooth, efficient front desk operations, including greeting patients, managing appointments, verifying insurance eligibility, handling billing, and maintaining a clean and organized workspace. The Front Desk Patient Coordinator works collaboratively with the dental team, adheres to KinderSmile Foundation protocols, and contributes to a positive patient experience.

You will work closely with Dentists, Dental Hygienists, Dental Assistants, other Front Desk Patient Coordinators, and other Dental Home staff and volunteers, fostering a team-oriented atmosphere and furthering the culture of KinderSmile Foundation. You are committed to community dentistry and KinderSmile Foundation's mission of providing underserved children, perinatal women, and families with comprehensive dental care and educating families on the importance of dental hygiene. This position requires an interest in Public Health and community service, along with excellent organizational, communication, and interpersonal skills. You are ethical, friendly, punctual, reliable, a self-starter, and have an affinity for working with children, successfully balancing the responsibilities of this role.

You are committed to supporting Public Health Dentistry and to ensuring that access to oral health care for at-risk children and families from marginalized communities is completed under KinderSmile Foundation's protocols and in accordance with all state, federal, and industry standards. This position requires adherence to all office protocols, including OSHA and HIPAA regulations, and maintaining a clean, organized workspace, along with wearing professional attire or clean scrubs at all times to ensure a professional and hygienic appearance.

Work Schedule

• Monday, 9:00 a.m. – 6:00 p.m.
• Tuesday, (varying between 9:00 am - 6:00 pm and 10:00 am - 7:00 pm
• Wednesday, 9:00 am - 6:00 pm
• Thursday, 9:00 am - 6:00 pm
• Friday 9:00 am - 4:00 pm
• 2 Saturdays per month from 9:00 am - 2:00 pm

A one-hour unpaid lunch break will be part of the work schedule (30 minutes on Friday).

Essential Duties and Responsibilities

The Front Desk Patient Coordinator provides direct patient support and manages front desk operations at an assigned KinderSmile Community Oral Health Center Dental Home, working under the general direction of the Dental Home Director. This role is key to delivering a positive patient experience while maintaining scheduling efficiency, billing integrity, and administrative compliance.

• Core Duty 1: Patient Care & Customer Service: Provide supportive, professional intake and assistance to patients and families in person, by phone, and by text before and after each appointment, greeting patients and maintaining a clean, organized front desk in alignment with KinderSmile Foundation's philosophy of Education, Intervention, and Prevention.
• Answer and return phone calls and messages professionally each morning and afternoon
• Maintain the supply closet and report low inventory of desk, administrative, and cleaning supplies
• Core Duty 2: Scheduling & Appointment Management: Review patient schedules and charts, and schedule appointments in accordance with KinderSmile Foundation timing protocols, using recall, quickfill, and follow-up lists to maintain an efficient, productive schedule.
• Confirm all appointments in advance and confirm insurance eligibility prior to each visit
• Schedule non-credentialed providers and Give Back a Smile volunteer providers with uninsured patients only
• Track lab cases to ensure timely pickup, return, and scheduling of each treatment step
• Assist with training new Front Desk Patient Coordinators, Community Service Learning Program volunteers, and interns on Dental Home protocols
• Adhere to HIPAA and Risk Management protocols to protect patients and staff
• Remain current on KinderSmile Foundation programs (KSOHP, PHWP, CSLP, GBAS) and ensure their integration into the Dental Home
• Core Duty 3: Insurance, Billing & Collections Integrity: Verify CDT codes against provider notes before processing walkouts, process claims and pre-authorizations daily, and confirm insurance coverage to ensure correct billing and collections.
• Collect accurate payments from uninsured patients per the KSCOHC or Dental Savings Plan fee schedule
• Complete and balance Daily Log Sheets for every scheduled appointment, and transfer balanced sheets and payments to the designated secured lockbox
• Follow KinderSmile Foundation cash-handling protocols and checks and balances to reduce errors and risk
• Record accurate, timely chart notes in Eaglesoft and ensure every patient and procedure is “walked out” and processed
• Core Duty 4: Accounts & Administration: Upload required documents to Eaglesoft SmartDocs, reconcile in-kind patient accounts, and respond promptly to billing company requests regarding Explanation of Benefits (EOBs), copays, and contacts.
• Process End-of-Day, End-of-Month, and End-of-Year Eaglesoft reports
• Core Duty 5: Policies & Regulatory Compliance: Follow policies and procedures approved by the Chief Executive Officer and Chief Operating Officer, and adhere to
• KinderSmile Foundation's Standard Operating Procedures and applicable regulatory standards.

General Staff Responsibilities

• Treat all KinderSmile Foundation staff and volunteers with respect, dignity, professionalism, and cultural sensitivity.
• Ensure adherence to KinderSmile Foundation's Principles of Ethics, Code of Conduct, and Core Values in Dentistry, which mirror the guidelines set forth by the American Dental Association and American College of Dentists.
• Abide by all state and federal regulatory standards, and KinderSmile Foundation's manuals and policies, including OSHA, HIPAA, NJDEP, Cybersecurity, and Risk Management.
• OSHA and HIPAA regulations
• KinderSmile Community Oral Health Center Policies and Procedures: Operations & Protocols Manual
• Employee Handbook
• Medical Emergencies Policy
• Risk Management protocols
• State and Federal regulations and standards
• Have flexibility to fill in at other KinderSmile Community Oral Health Center Dental Home locations when needed and/or on an emergency basis.
• Comply with KinderSmile Foundation procedures, rules, and regulations to maintain a clean and safe working environment.
• Log work hours on Eaglesoft.
• Attend Staff Meetings and trainings.
• Respond to phone calls and emails expeditiously by the end of day, or within 12 hours.
• Adhere to management and HR deadline requests.

Qualifications

Education & Credentials

• High school diploma or equivalent
• Current BLS/CPR certification preferred

Experience

• Previous experience in a dental office working with pediatric patients and an affinity for Public Health Dentistry

Skills & Proficiencies

Proficiency

• Familiarity and working knowledge of Eaglesoft Patient Management System
• Familiarity with dental software and electronic health records
• Bilingual (Spanish): proficiency in speaking, reading, and writing
• Good communication and telephone skills

Other Critical Skills

• Organized
• Punctual and reliable
• Likes working with children
• Effective communication skills, oral and written

Special Working Conditions

• Exposure to Dental Environment: The Front Desk Patient Coordinator may be in close physical proximity or contact with patients when providing front desk and administrative support
• Personal Protective Equipment: The employee is responsible for the appropriate usage and handling of personal protective equipment as needed in accordance with community levels and guidelines if needed in the event of a communicable disease breakout, when applicable
• Attire: Professional attire or clean scrubs are required for a professional and hygienic appearance at all times
• Variable Schedule: This position typically works Monday through Thursday, 9:00 a.m. to 6:00 p.m., and alternating Saturdays, 9:00 a.m. to 2:00 p.m. (including a 1-hour unpaid lunch on full days), and may require working at other KSCOHC Dental Home locations when coverage is needed or on an emergency basis
• Multitasking: The role involves managing multiple projects, assignments, activities, and tasks simultaneously
• Responsiveness: Respond to phone calls and emails in a timely manner and adhere to management and HR deadlines, as needed

Physical Requirements

The physical requirements for the Front Desk Patient Coordinator position typically include the ability to stand or sit for extended periods, as the employee will be working at a computer station and assisting patients at the front desk. The employee should be able to use hands to operate a computer, scanner, printer, and other office equipment. The role may also involve occasional lifting and carrying of office supplies, materials, and equipment, typically weighing up to 20 pounds. Good manual dexterity and hand-eye coordination are necessary for tasks such as typing, filing, and handling paperwork. The employee should possess good vision and hearing, as the role requires reading documents, using a computer, and communicating with patients and colleagues in person and over the phone. The Front Desk Patient Coordinator may also need to assist in the clinical area on occasion, which may involve standing, bending, and reaching to support dental staff and patients, and must be able to tolerate exposure to various noises from dental equipment while maintaining focus in a potentially noisy work environment.

Benefits

This posting's pay range is stated above. As required by New Jersey's Pay & Benefit Transparency Act, this notice also applies to internal transfer and promotion opportunities.

Subject to eligibility requirements and plan terms, and subject to change under organizational policy, compensation may include:

• Health, dental, and vision insurance
• 403(b) retirement plan
• Paid time off
• Professional development opportunities

Specific eligibility, amounts, and terms are governed by the applicable plan documents and the Employee Handbook, and do not constitute a guarantee of any particular benefit.

Equal Employment Opportunity

KinderSmile Foundation, Inc. is an equal opportunity employer. We recruit, hire, train, promote, and administer all employment-related decisions without regard to race, color, religion, creed, sex, pregnancy, national origin, ancestry, age, marital or domestic partnership status, sexual orientation, gender identity or expression, disability, genetic information, military or veteran status, or any other characteristic protected by the New Jersey Law Against Discrimination, Title VII of the Civil Rights Act, the ADA, and other applicable federal, state, and local law.

At-Will Employment & Job Description Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities, and qualifications, and duties may change at KinderSmile Foundation's discretion to meet organizational needs. This document is not a contract of employment and does not alter the at-will nature of employment with KinderSmile Foundation, under which either the employee or KinderSmile Foundation may end the employment relationship at any time, with or without cause or notice, except as otherwise required by law.

Pay: $18.00 - $26.00 per hour

Expected hours: 40.0 per week

Benefits:

• 403(b)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person