Financial Coordinator at Custom Dental – Ottawa, Kansas

Position Summary

The Financial Coordinator is responsible for communicating and managing the financial aspects of patient care with clarity, accuracy, and professionalism. This role ensures patients understand their treatment plans, associated costs, insurance benefits, and financial commitments. The primary purpose of the position is to support case acceptance, maintain accurate insurance and financial records, maximize collections, and keep patient accounts up to date.

Key Responsibilities

Insurance Management

• Verify insurance for all patients, with support from the Check-In team.
• Enter and update detailed insurance breakdowns and benefit information in Dentrix.
• Submit insurance claims promptly and accurately; review claims and resolve issues or denials.
• Maintain accurate insurance notes, documentation, and attachments.
• Utilize insurance portals and eAssist for claims, eligibility, and follow-up.

Financial Responsibilities

• Collect copays and balances at check-out, ensuring accuracy and professionalism.
• Present, create, and document financial arrangements or payment plans.
• Follow up on overdue accounts and maintain healthy accounts receivable (AR).
• Post payments from patients and insurance companies.
• Maintain precise financial records for all patient accounts.

Treatment Plan Presentation

• Present comprehensive treatment plans to patients in a clear and confident manner.
• Review estimated insurance coverage, out-of-pocket costs, and payment expectations.
• Gain patient commitment to scheduled treatment and financial arrangements.
• Communicate with the clinical team to ensure accuracy in treatment coding and planning.

Communication Expectations

• Serve as the primary contact for patient financial, billing, and insurance questions.
• Communicate with insurance companies as needed for claims resolution, benefit clarification, or disputes.
• Maintain professional, consistent communication with patients and team members.

Technology & Systems

• Dentrix practice management software
• Dental Intel
• eAssist
• Insurance eligibility and claims portals
• Multi-line phone and digital communication systems

Qualifications & Experience

• Dental experience not required; dental background is a plus.
• Sales experience helpful due to the treatment presentation and financial communication aspects of the role.
• No minimum education requirement beyond standard workplace qualifications.
• Ability to learn and apply dental terminology, insurance concepts, and financial systems.

Soft Skills & Competencies

• Detail-oriented and accurate in documentation
• Confident discussing financial information and treatment costs
• Highly organized and dependable
• Calm under pressure and able to multitask effectively
• Clear, professional communicator
• Trustworthy with confidential information
• Analytical and able to interpret financial/insurance details
• Strong problem-solving abilities