Program Coordinator- Specialty Program

Program Coordinator- Specialty Program

The Specialty Program Coordinator plays a critical role in ensuring timely access to specialty dental care by managing and optimizing the schedules for Endodontics, Sedation, Periodontics, and Prosthodontics. This position is responsible for coordinating patient scheduling, submitting and tracking dental estimates, and following through on collections. It requires strong attention to detail, excellent communication skills, and the ability to work efficiently in high-volume clinical environments.

Key Responsibilities:

• Specialty Schedule Management
  • Manages and oversees the scheduling templates for Endodontics, Sedation, Periodontics, and Prosthodontics.
  • Monitors and manages specialty schedules daily, ensuring templates remain optimized and free of unnecessary gaps.
  • Proactively moves patients sooner when openings occur and manages specialty waitlists, optimizing cancellations.
  • Works assigned orders in the Workqueue in Epic.
• Dental Estimates and Collections
  • Prepares and submits accurate dental estimates for Sedation and Endodontics and other specialty procedures as needed.
  • Works with Patient Accounts Specialist to:
    • Track estimate status and follows up proactively with insurance carriers and patients to resolve outstanding items.
    • Follows through on billing/collections for treatment rendered, coordinating with the billing team as needed.
    • Documents all estimate and collection activity accurately in Epic.
• New Patient Referral and Triage Support
  • Reviews and triages incoming new patient referrals.
  • Communicates with referring offices for missing information, clarification, or follow-up as needed.
  • Documents and uploads referrals and fully registers patients.
• Clinical Support and Operational Tasks
  • Communicates scheduling barriers, changes, or high-priority items to clinical leadership in real-time.

Minimum Qualifications:

• Associate's or equivalent experience. Bachelor's degree preferred.
• 2 years of relevant experience
• Excellent communication, organizational, and multitasking skills
• Team player, but able to work independently as well
• Ability to work in a fast-paced environment while maintaining accuracy and attention to detail
• Experience with dental insurance estimates and billing/collections workflows preferred
• Familiarity with Epic scheduling and Workqueue functionality preferred

Shift: Full Time 8:00 AM 4:30 PM HYBRID [after 6 month training] Location: 2 Brookline Place