Job Title: Dental Revenue Cycle Manager & Patient Concierge

Status / Time: Full-Time, Salaried
Reports to: Chief Operations Officer, Chief Financial Officer
Position Type: Permanent
FLSA Classification: Exempt .
Starting Pay Range: $52,000 - $70,000 annually. Dependent on experience.

Position Summary:
The Dental Revenue Cycle Manager & Patient Concierge plays a critical role in ensuring the financial and operational health at Ko‘olauloa Health Center. This position managed all aspects of the dental revenue cycle including patient scheduling, treatment plan coordination, billing and collections, insurance verification, and payment reconciliation. The position serves as a key liaison between clinical staff, patients, and the accounting and operations teams to promote smooth patient experiences and accurate financial outcomes.

Key Responsibilities:

Revenue Cycle Management

• Manage the complete dental revenue cycle from patient registration through payment posting from the plans and patients. Get pre-authorizations and predeterminations as applicable.

• Verify insurance eligibility, coverage, and benefits prior to appointments.

• Ensure accurate CDT coding and proper documentation for timely submission of claims and compliance.

• Review and correct claim rejections and denials; resubmit claims promptly.

• Resolve billing complaints, appeal denied claims by providing necessary information to the dental insurance companies.

• Request refunds to patients when there are overpayments.

• Monitors the dental accounts receivable and see that collections are on target.

• Reconciles patient accounts and ensures compliance with Health Resources and Services Administration (HRSA) and Federally Qualified Health Center (FQHC) billing requirements.

• Maintain detailed billing records and support the financial audits.

• Hard close Dental Practice Management system monthly within 5 working days of month end.

• Adhere to applicable Federal and State laws and regulations

• Adhere to State collections and credit regulations.

• Stay up to date on dental insurance policies, healthcare regulations, and coding guidelines to ensure accurate and compliant billing.

• Provide feedback to the dental practice assistants and dental providers to ensure appropriate coding of encounters.

• Participates in Ko‘olauloa Health Center committee and team meetings as necessary.

Treatment Coordination

• Present comprehensive treatment plans to patients, including cost estimates and financial options.

• Educate patients on their insurance coverage, sliding fee scale, and payment responsibilities.

• Track case acceptance, pending treatments, and follow-up appointments.

• Work closely with dental providers to ensure treatment plans align with care priorities and finding requirements.

Scheduling and Patient Access

• Coordinate and manage the dental appointment schedule to maximize provider productivity and patient access.

• Confirm appointments, manage cancellations, and no-shows, and maintain waitlists as needed.

• Ensure accurate documentation in the electronic health record and dental software system, Dentrix Enterprise.

• Support recall and re-care initiatives to ensure continuity of dental care.

Patient Payments and Collections

• Collect co-pays, deposits, and outstanding balances at the time of service.

• Accurately record and post third party and patient payments in the system.

• Offer payment arrangements per KHC policy, ensuring compliance with the sliding fee discount program.

• Reconcile daily deposits and submit reports to the accounting department as required.

Qualifications:

Education and Experience

• High school diploma or equivalent required. Associate’s degree or higher preferred.

• Minimum of 3 years of dental office experience, including billing, collections and treatment coordination.

• Experience in dental billing at FQHC is strongly preferred.

• Knowledge of dental billing procedures, CDT codes, insurance processing and EHR systems required.

• Proficient in Dentrix Enterprise, Dentrix Pay, and dental electronic claims submission.

Skills and Competencies

• Strong understanding of dental insurance and FQHC billing compliance.

• Excellent communication and interpersonal skills with patients and staff.

• Ability to explain to patients complex financial information clearly and compassionately.

• Strong analytical skills with the ability to interpret dental financial and operations reports.

• Strong organizational capabilities with a focus on precision and thoroughness.

• Ability to work independently and collaboratively in a team environment.

• Maintains a professional demeanor and a positive and helpful attitude.

• Ability to always maintain confidentiality and patient privacy.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook)

Work Environment & Schedule:

• Full-time, exempt, salaried position. Usual business hours are Monday through Friday 7:30 AM to 5:30 PM.

• Requires frequent sitting and standing, computer work, and interaction with patients and staff.

• Occasional lifting of materials up to 25 pounds may be required.

• Some local travel to other sites or training sessions may

Compensation & Benefits:

• 401(k)

• 401(K) matching

• Health insurance

• Dental insurance

• Vision insurance

• Life insurance

• Flexible spending account

• Paid time off

Clearance:

• Tuberculosis screening

• Proof of immunization or serology required for:

  • Hepatitis B

  • Influenza

  • Measles, Mumps, and Rubella (MMR)

  • Varicella

  • Tetanus, Diphtheria, and Pertussis

ADA Statement: The Americans with Disabilities Act prohibits discrimination and ensures equal opportunity for persons with disabilities in employment, state and local government services, public accommodations, commercial facilities, and transportation. It also mandates the establishment of TDD/telephone relay services.

EEO Statement: Koʻolauloa Health Center believes that all applicants and employees are entitled to equal employment opportunities and maintains a policy of non-discrimination with respect to religion, color, sex, sexual orientation, national origin, age, veteran status, marital status, physical or mental disability, or any other legally protected class in accordance with applicable law, except where a bona fide occupational qualification exists. Ko’olauloa Health Center will comply with all phases of employment including, but not limited to, hiring practices, transfers, promotions, benefits, discipline, and discharge.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel as qualified.

Ko‘olauloa Health Center is a drug-free and alcohol-free workplace.