"Coordinator - Orthodontic Billing and Insurance"

Coordinator - Orthodontic Billing and Insurance

Company: Seton Hill University

Job Location:

Category: Health and Medical Services

Type: Full-Time

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Job Description

DEPARTMENT: Center for Orthodontics

SUPERVISED BY: Business & Operations Manager

FLSA STATUS: Non-exempt, Hourly

EMPLOYMENT STATUS: Full-time

POSITION DESCRIPTION:

The Orthodontic Billing and Insurance Coordinator position is the primary coordinator for the patient insurance billing component to coordinate the orthodontic program insurance billing along with the coordination of the clerical assistants' involvement to ensure diagnostic aids needed for insurance approvals, for the program.

RESPONSIBILITIES/DUTIES:

• Service-excellence skills of the highest levels practiced on a daily basis to ensure smooth operations with patients, general public, residents, faculty, managers and co-workers, to ensure overall program success.
• Must possess the ability to cooperate with others, work well independently, work one-on-one with the dentist/specialist, as well as work well as a member of a "team", with faculty, residents, clinical staff and all other registration/billing support staff
• Coordinates the daily oversight with reviewing notations to ensure required radiographs records are obtained for insurance billing purposes, and reviewing cases so that all information gets entered into the Web-based data system, with daily oversight for record completion, reporting issues to Program Manager daily.
• Coordinates directly with the orthodontic assistant(s), for identifying the clinical needs related to the insurance billing needs for the patient care and record documentation overlap, to ensure a smooth insurance billing experience for all patients, alerting the Business & Operations Manager of potential issues that may arise or do arise.
• Coordinates and makes aware of the clinical needs and operational flow issues with the Program Manager and the Program Director for operational assessment of issues and operations.
• Demonstrate flexibility in relation to the working patient and resident schedules in a large "clinic situation" as many changes are made throughout the day for overall efficiencies in department operations to accommodate emergencies or other provider schedules.
• Utilizes critical thinking skills and makes good judgment decisions related to compliance of billing practices and patient care.
• Performs clerical functions as necessary for the Program Director or Business & Operations Manager, such as campus errands, selected meeting attendance, assistance with staff scheduling, hard-copy mail correspondence, filing, fax and copy jobs, etc., for overall operations.
• Coordinates Medical Assistance prior authorization orthodontic cases, meeting needs and requirements (very detailed and specific) for the prior authorization approvals of cases.
• Coordinates efforts in providing billing estimates for self-pay patients, coordinating collection to keep cases current.
• Performs patient scheduling procedures, patient medical record preparation in computerized web-based systems and related record duties.
• Performs patient eligibility verification with patient registration/intake/consent for treatment functions.
• Clearly explain financials, cost of treatment, insurance benefits, out-of-pocket expenses, payment plans, etc.
• Perform daily patient billing process functions to include medical record review, charge determination, and charge entry.
• Perform proper dental charting and recording of the orthodontic assessment and treatment plans for patient examinations as performed by the clinical dentist/orthodontic specialist, as well as documenting the patient medical record (Web-based entry of information and diagnostic aids) related to treatment rendered, education, or patient communication for continuum of care, as relevant to the dental assistant as part of the orthodontic team.
• Help to maintain department education tracking records/reports and other required reporting documentation in Cloud 9 Practice ManagementSystem, with timely revisions, additions, and tracking mechanisms for the Business & Operations Manager and Program Director.
• Participate in performance improvement activities and uphold policy on corporate ethics for successful patient outcomes.
• Performing account management, including patient registration using practice management software and all steps necessary to create a patient record
• Manage a high volume of incoming calls while accurately delivering and returning messages
• Works in the front desk registration/reception area for patient intake procedure and adequate coverage, including answering telephones, scheduling appointments and collecting initial intake information from patient or general referring dentist or specialist, or patient's medical physician, as necessary.
• Coordinate payment efforts with the patients, directly communicating with orthodontic billing personnel, on-site, to ensure patient accounts are correct and current, in order for the Orthodontic Program to remain fiscally solvent for SHU.
• All other duties as assigned.

REQUIRED QUALIFICATIONS:

• High school graduate or equivalent
• Positive attitude with a friendly, approachable demeanor
• Computer-literate in MS Word and specialized billing systems
• Excellent communication skills
• Highly motivated with a strong team-oriented mindset to deliver excellent patient care
• Possess high-level organizational skills in order to track large volume of dental accounts, and detailed department billing processes
• Must be available Monday through Friday, with occasional schedule fluctuations.

PREFERRED QUALIFICATIONS:

• Successfully completed a structured dental assisting program or 2 years experience working in a dental office
• Experience in orthodontics and/or dental billing preferred, but we are willing to train the right candidate
• Institutional experience

Required applicant materials include: Cover Letter, Resume & Contact information for three references. Review of applications will continue until the position is filled. Applications received by February 6, 2026 will receive priority consideration.

Review/Revise Date: 2024

About Us

Chartered in 1918, Seton Hill University is a leading Catholic coeducational liberal arts university founded by the Sisters of Charity and embracing students of all faiths. Located in southwestern Pennsylvania's Laurel Highlands (yet only 35 miles from Pittsburgh), Seton Hill educates its students to think and act critically, creatively and ethically as productive members of society committed to transforming the world.

Background checks will be performed on all new hires. Employment is conditional upon acceptable results of background checks and clearances.

Job Info

• Job Identification 87
• Job Category Office & Administrative Support
• Posting Date 01/29/2026, 09:25 AM
• Job Schedule Full time
• Locations 2900 Seminary Dr, Greensburg, PA, 15601, US