Dental Office Specialist

2ND POSTING OPEN FOR ANYONE TO APPLY

POSTING DATE: 5-1-2026

CLOSING DATE: 5-7-2026

WAGE: $16.00 PER HOUR NEGOTIABLE NON-EXEMPT

Every employee of Stockbridge Munsee Community is expected to present themselves in a professional manner to customers as well as other departments. Stockbridge Munsee Community strives to provide a provide a positive team environment where everyone contributes.

GENERAL RESPONSIBILITY:

The Dental Office Specialist duties will be primarily dealing  (1) maintaining a full schedule for all providers, (2) providing excellent customer service and patient support, (3) management of electronic and paper charts, (4) Contract Health referrals, (5) recall system management, (6) confirming appointments, (7) filing and monitoring insurance prior approvals and predetermination, (8) cover for reception, (9) assist in preparing departmental reports, (10) completing documentation and correspondence associated with Cancel/Fail policy.

STANDARD QUALIFICATIONS:

All employees of Stockbridge Munsee Community must meet the following qualification:

1. Must submit to and pass a pre-employment drug and health screening.

2. Must be at least 18 years of age, unless otherwise stated on job description

3. Must maintain an acceptable departmental attendance record

4. Must obtain and maintain Elder/Youth License as stated on job description.

DUTIES:

1. SCHEDULING

A. Utilizing the Dentrix electronic dental records, maintain a full schedule for all providers

B. Attempt to fill all cancellations and no-shows

C. Maintain and utilize the short call lists and work needed list in Dentrix and Excel.

2. CUSTOMER SERVICE and PATIENT SUPPORT

A. Greets patients.

B. Answer the telephone for scheduling, cancellations, emergencies etc.

C. Checks specifically for dental insurance coverage.

3. MANAGE ELECTRONIC AND PAPER CHARTS

A. Follow guidelines of medical records.

B. Pull the days charts ahead of time.

C. Print daily schedules for Reception.

D. Checks need for health history updates, HIPAA forms and authorization to treat.

E. Scan new forms into Dentrix Doc Center

F. Files completed charts.

G. Pull out deceased and inactive charts and files.

H. Identify MA, insurance and self-pay patients

4. CONTRACT HEALTH REFERRALS

A. Fill out referral forms.

B. Utilize RCIS when available

C. Check on CHS eligibility.

D. Collect treatment plan information utilizing Dentrix

E. Schedule appointments with specialist.

F. Scan pink copy in chart after signature from CHS into Dentrix Doc Center.

G. Scan follow up letter from specialist into Dentrix Doc Center

5. RECALL SYSTEM MANAGEMENT.

A. Utilize continuing care module in Dentrix

B. Preschedule 3 and 4 month recall appointments, Check exact date of recall for insurance purposes.

C. Mail at appropriate time.

6. REMINDER CALLS

A. Check payment histories prior to calling patient

B. Throughout the day make calls to patients and leave appropriate messages if needed.

C. Mark status of reminder calls in Dentrix

D. Check that lab cases are in before confirming appointments

E. Utilizing patient alerts in Dentrix, remind patients to take pre-med

7. FILE PRE-DETERMINATIONS AND PRIOR APPROVALS

A. Deliver treatment plans explanation of benefits out of pocket expense.

B. Refer patients to business office for payment plans.

C. Verify approval of MA prior-authorizations before confirming.

D. Flag MA, insurance, and self-pay charts.

E. Verify approval of predeterminations before confirming appointments

8. PATIENT CHECK IN COVERAGE

A. Verify address, phone number, and insurance coverage.

B. Screen eligibility for tribal member or tribal employees, and workers compensation.

9. ASSIST IN PREPARATION OF MONTHLY REPORTS

A. Days worked for each provider

B. Cancel fail by provider through Dentrix

C. Percentage of patients seen who are enrolled, descendants, direct, non-Native

10. CA/FAIL POLICY DOCUMENTATION AND CORRESPONDENCE

A. Document each cancel and failed appointment in Dentrix

B. Document each failed appointment in patient alert screen

C. Provide courtesy call to each patient who fails

D. Cancel all scheduled appointments for patients who fail.

E. Send certified letter when after a patient’s second fail within one year.

11. Must maintain an acceptable departmental attendance record.

12. Must be reliable and prompt when reporting to work.

13. Required to attend job related, in-service,