Treatment Plan Coordinator, Oral and Maxillofacial Surgery

In this role, you will serve as a key liaison between the patient accounting office and the OMFS clinic, helping to establish, communicate, and enforce the School of Dentistry's payment policies and procedures.
You will work closely with patients, guarantors, students, faculty, and staff to support timely and coordinated care. This includes providing accurate cost information, scheduling treatment, and addressing questions or concerns with clear, friendly, and professional communication-both written and verbal.
Success in this role requires strong organizational skills, attention to detail, and a working knowledge of federal, state, and University policies and procedures. Your ability to deliver knowledgeable, concise, and supportive service will be essential in ensuring a positive experience for patients and a smooth flow of care in a complex clinical environment.

Hours: 40 hours/week, M-F 8-4:30

Location: Moos Tower, 515 Delaware St SE, Minneapolis, MN 55455

Key Responsibilities:

Implant Treatment Coordination:

• Work with students, residents, and faculty to schedule Implant consultations, treatment, and post-operative care.
• Maintain implant tracking list
• Work with OMS Billing for proper price quotes when needed.
• Coordinate with referring providers to determine implant type and surgical guide production.
• Coordinate with SOD departments and outside providers to ensure all materials are obtained prior to consultation and surgical appointments.
• Collect records as needed
• Place confirmation calls to remind pt of fees, arrival time, and anesthesia instructions (if indicated)
• Other duties as assigned

Billing and Payment Processing

• Collaborate with clinic staff to help patients understand treatment costs and insurance coverage.
• Process payments accurately and maintain detailed financial records
• Clearly communicate patient treatment fees with team members and patients
• Ensure signed agreements and insurance forms before patient treatment.
• Review and process 60-day reports, updating insurance or MHCP coverage
• Operate computers with accounting software for record-keeping.
• Check figures, postings, and documents for accuracy and proper ADA procedure codes.
• Prepare correspondence and emails for communication.
• Access various websites to verify MHCP or insurance eligibility.
• Process third-party pre-determinations/prior authorizations.
• Enter Care Credit applications online for patient payment plans.
• Meet with dental students, residents, faculty, and patients to review treatment fees and coordinate insurance benefits.
• Collect deposits or payments and communicate fee/payment expectations.
• Retrieve financial information to address account-specific questions, verify planned treatment in patient records, and send appropriate documentation for prior authorizations and determinations.
• Contact customers and insurance companies for information.
• Explain insurance coverage and limitations to patients.
• Investigate and resolve patient concerns received by mail, phone, or in-person.
• Explain and adhere to clinic and payment policies.
• Process payments accurately, issue receipts, and maintain detailed records.
• Other duties as assigned

Patient Registration and Insurance Verification

• Accurately check in/ out patients, confirming demographic and insurance details.
• Provide and assist with necessary forms while ensuring HIPAA compliance.
• Verify insurance eligibility, coverage, and benefits.
• Process co-pays and payments in adherence to financial policies.
• Maintain knowledge of insurance changes and assist patients with coverage questions.
• Review registration details for accuracy and follow up on missing information.
• Ensure all patients have the necessary documentation and information before treatment begins.
• Keep records of customer interactions and transactions on axiUm.
• Ensure all patients have a treatment plan before treatment commences.
• Other duties as assigned

Front Desk Administrative and Patient Support Responsibilities

• Maintain a clean, organized, and professional front desk environment.
• Greet and assist patients and visitors to ensure a positive experience.
• Manage phone calls, messages, and scheduling across multiple specialties.
• Book, confirm, and adjust appointments using scheduling software.
• Provide accurate pre-visit and post-visit instructions and reminders.
• Communicate clinic updates, schedules, and wait times clearly.
• Support referrals by creating charts and uploading documentation to the EHR.
• Document patient interactions and updates in the EHR.
• Handle incoming/outgoing mail, faxes, and correspondence.
• Perform general clerical tasks (scanning, filing, copying).
• Operate standard office equipment.
• Escalate concerns to management when appropriate.
• Other duties as assigned.

REQUIRED QUALIFICATIONS (Please document on resume):

• High School Diploma/GED and four years of general accounts transactions experience.
• Must be able to communicate verbally and in writing; in clear, understandable English.
• Demonstrated excellent customer service skills, attention to detail and thrives in a busy environment with many interruptions

PREFERRED QUALIFICATIONS:

• One (1) year of medical / dental clerical experience to include keyboarding experience and experience interacting with people (i.e. receptionist, switchboard, etc.)
• Extensive experience working with a diverse population and working with interpreters
• Experience as a Dental/medical receptionist and scheduling patients electronically in a medical or dental office/clinic/hospital
• Experience using data look-up and data entry functions in an electronic health record
• Demonstrated ability to organize work under pressure
• Demonstrated advanced oral and written communication skills
• Experience with validating insurance information, prior authorizations, and following up on insurance claims is a plus

The University of Minnesota School of Dentistry is the state's only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Pay Range: $23.32-$33.92; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Bargaining Unit Consideration begins on 8/19/2025 and ends on 8/26/2025.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).