Job description

Duties: Working under moderate supervision, the Administrative Coordinator is responsible for a broad range of administrative duties to support the day-to-day operations of the billing and various dental departmental staff at Penn Dental Medicine.

The primary purpose of this position is to assist with the daily administrative and clerical needs of the Patient Financial Services Department at Penn Dental Medicine, including but not limited to: Patient payment collection, payment plan administration, insurance verification, prior-authorization submission, sorting of mail, and preparation of welcome letters.

Under the supervision of the Patient Financial Services Manager, this position provides all aspects of administrative support including but not limited to typing, filing, data entry and scheduling, performs duties such as coordination of meetings and conferences, preparing conference agendas and materials, obtaining supplies, coordinating direct mailings, collecting and analyzing data, creating marketing materials, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external professionals as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

This role will provide diverse support to the organization when needed to fill in for extended leaves in school departments and Penn Dental Family Practice.
The role will fill in during periods of high volume and cover leaves as assigned. Acts professionally and calmly at all times when interacting with others; consistently demonstrates concern and courtesy towards colleagues and customers; treats all people respectfully; takes personal responsibility for correcting problems; follows up with individuals to ensure satisfaction with the level of service they have received.

Sort Patient Financial Services Office and Central Billing Office incoming mail including preparation of checks for lead cashier. Takes responsibility for all work activities and personal actions; follows through on commitments; implements decisions that have been agreed upon; maintains confidentiality with sensitive information; acknowledges and learns from mistakes without blaming others; recognizes the impact of one's behavior on others.

Process incoming patient medical record requests, posting fees to patient's accounts and depositing the checks. Expresses oneself clearly and effectively when speaking and/or writing to individuals or groups; listens attentively; ensures that information is understood by all parties; shares information in a timely manner using the most appropriate method; presents well-organized information in a group setting.

Run the Patient Welcome Letters and prepare and mail Patient Welcome Packets. Generates creative approaches to addressing problems and opportunities; identifies and weighs options, makes sound decisions after reviewing all relevant information; anticipates and plans for potential problems; takes calculated risks; recognizes impact of solutions.

Adjust Patient Outcome Assessment forms in axiUm and reviewing forms on a weekly basis. Treats all individuals fairly and respectfully, works effectively with others, regardless of their background, position, or status; ensures that opportunities are equally available to all; respects different values and viewpoints.

Rebill patient accounts that have presented new or corrected information to the Patient Financial Services Department. Works collegially with others, cooperating in both interpersonal and team relationships; fosters enthusiasm and maintains mutual trust, candor and respect. If applicable, manages groups effectively and builds partnerships with others.

Assist the financial coordinators with administrative/functional tasks as assigned by department manager.

Assist with the prior-authorization submission as assigned by department manager.

Assist with insurance verification process as assigned by department manager.

Other duties and responsibilities as assigned.

Qualifications: A High School Diploma or GED and 3 year to 5 years of experience or equivalent combination of education and experience is required. Bachelor's degree preferred with 5 to 7 years of related work experience or equivalent combination of education and experience. Dental experience a plus.

Excellent communication, interpersonal and customer service skills.
Excellent speaking voice; proper grammar, diction, enunciation and tone.
Excellent listening and organization skills; ability to multi-task.
Ability to effectively communicate verbally and written within all levels.
Ability to work with others in a collaborative and professional manner; teamwork is essential.
Ability to adapt to change and meet the unexpected needs and demands.
Must be accountable, dependable, independent, motivated, punctual, reliable and flexible.
Must exhibit excellent work ethic and maintain honesty and integrity.

Working knowledge of dental management systems, preferably axiUm. Experience in consumer-side healthcare environment. Ability to handle complex and confidential information with discretion. Competency using a variety of computer applications, including MS Office suite.

Proven ability to provide excellent customer service; excellent organizational skills; excellent attention to detail, follow-through, and closing; proven ability to efficiently and effectively handle multiple tasks; proven ability to work under time constraints while adhering to strict deadline; excellent verbal and written communication skill; team player; excellent computer skills including extensive experience with MS Office Suite.

Reference Number: 51-30470

Salary Grade: 024

Employment Type: Non-Exempt

Org: Patient Financial Services

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: X-Secretarial/Administrative




Diversity Profile: University



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Job No:
Posted: 11/22/2018
Application Due: 1/10/2019
Work Type: