Ryan White Dental & Vision Referral Coordinator

FLSA Status

Job Role Summary

The Ryan White Dental & Vision Referral Coordinator is responsible for coordinating Ryan White Part A/MAI Dental and Vision referrals from agencies in the Transitional Grant Area (TGA).  This position is responsible for processing and tracking referrals, scheduling appointments, communicating with internal departments, external agencies, and patients, handling phone calls, verifying insurance, collecting and reporting patient data, and performing administrative tasks, all while prioritizing patient care and ensuring access to dental and vision services.  

Essential Functions and Responsibilities

• Coordinate access to Ryan White funded Dental and Vision services with patients, agencies, and service providers in the Transitional Grant Area to ensure seamless access to services.
• Explain Ryan White Program Dental and Vision benefits and covered services to patients, referring agencies, and service providers.     
• Receive, coordinate, and track all internal and external Ryan White Program Dental and Vision referrals.
• Verify patient coverage for dental and vision services, including Medicaid, Medicare, Marketplace, Private Insurance and the Ryan White Program. 
• Schedule and reschedule patient appointments with EHC Dental, MCPHD Dental, and EHC Vision/Optical and upload Ryan White Referral as appropriate.
• Regular written and verbal communication with patients, referral agencies, the Ryan White Program, EHC Dental, MCPHD Dental, and EHC Vision/Optical to coordinate patient care.
• Prepare and manage patient appointment reminders and cancelations for all Ryan White Program dental and vision appointments
• Collaborate with IDC staff and EH billing to ensure the appropriate payer is billed for dental and vision referrals.
• Verify the patient's contact information and insurance at each contact and update in Epic.  In case of address change, notify the HIV Case Manager as they must submit a Notice of Change form.
• Document patient care in Epic and CAREWare. 

Job Requirements

• High School diploma or equivalent required; some college preferred
• Two years of experience in an office setting using a computer and performing data entry

Knowledge, Skills & Abilities

• Ability to operate a personal computer for the purpose of data entry (input of lists, records or other data points)
• Ability to navigate multiple data systems in order to extrapolate data required by Ryan White Program
• Professional experience and judgment to plan and accomplish goals under the joint supervision of the IDC Practice Manager and Care Coordination Program Manager
• Strong organizational skills
• Well-developed problem-solving skills
• Effective oral and written communication skills, including the ability to communicate with patients in a manner conducive to the patient's age and developmental stage
• Ability to operate standard office equipment
• Ability to read and understand insurance cards
• Ability to relate in a professional and courteous manner to patients and staff
• Ability to prioritize work and devise own work patterns/methods and manage large work volumes
• Ability to be flexible to changing work duties and priorities
• Ability to exercise good judgment and work with minimal supervision
• Ability to be detail-oriented
• Ability to follow oral and written instructions
• Ability to interact with patients from all economic, educational and social backgrounds
• Ability to treat all patients with dignity and respect