Patient Care Coordinator (0.8 Fte)

Job Description

PATIENT CARE COORDINATOR (0.8 FTE)

Req #: 245150 Department: SCHOOL OF DENTISTRY Job Location: Seattle Campus Job Location Detail: No telework Posting Date: 04/10/2025 Closing Info: Closes On 04/24/2025 Salary: 80% of $4,220 - $6,042 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The UW Campus Dental Center (CDC) within the School of Dentistry provides excellent comprehensive care across many different specialties from a team of experienced and highly skilled faculty and resident providers. The UW Campus Dental Center serves a diverse population and is committed to supporting diversity, equity, and inclusion.
The UW Campus Dental Center has an excellent opportunity for a 32 hr./4 day per week, benefits eligible Patient Care Coordinator (PCC)(NE S SEIU 925 Non Supv). The PCC works in a clinical care setting with multiple dental specialties. Under the supervision of the Campus Dental Center Clinic Manager, the PCC uses knowledge of various health care services, clinics, dental school and/or hospital policies and procedures, and insurance coverage requirements for medical and dental pre-authorization, to coordinate all patient services in facilitation of the delivery of care to patients in clinical and hospital settings. This includes the management of referrals to and from the Campus Dental Center, in support of both the Faculty Practice and General Practice Residency programs.
DUTIES AND RESPONSIBILITIES
Patient Intake and Referral Management:

Act as liaison and advocate among the hospital, patient family, referring physicians, outside agencies, and staff from other hospitals by providing information regarding treatment services needed.

Make the initial contact and provide information to the patient or the referring physician on and use ability to triage medical information in a specific medical or surgical specialty.

Uses effective oral and written communication with a variety of healthcare professionals, patients and their advocates, hospital and clinic personnel both at UWMC and other medical facilities, representatives of insurance companies, and other organizations related to the healthcare industry.

Maintain knowledge of billing and medical/dental record documentation requirements, diagnostic tests and procedures, and specialized pre-surgical procedure instructions with guidelines.

Contact review organizations and insurance companies to ensure prior approval requirements are met before patients enter the system such as pre-authorization and referrals; present necessary medical information prior to admissions; provide specific medical information Revenue Cycle Office to maximize reimbursement to the school and dentists, collecting payment from patient at time of service or prior as needed.

Act as a liaison between patients, consulting physician, referring physician, or outside agency to coordinate patient appointments, admission, or surgery.

Provide treatment charges for visit types, procedures, and surgeries to patients or prospective patients at the clinic and hospital. May provide estimated charges based on plan of care for purpose of patient deposits.
Patient Care Coordination:

Coordinate patient’s surgical procedures with both internal and external clinic and hospital partners. Schedule and ensure delivery of medically prescribed surgical obturators and stents.

Coordinate evaluations, impressions and delivery of surgical prosthesis and stents.

Obtain all necessary records, including but not limited to, medical records, dental records, diagnostic studies, and pathology reports needed for patient care.

Order necessary surgical equipment, tools, supplies, devices, and implants (will supply necessary info for custom implants).

Coordinate all necessary aspects of patient transfer/referral to and from other hospitals and private practice in the WWAMI district and beyond.

Coordinate patient’s care by scheduling pre-op, intra-op, and post-op surgery. Ensure the appropriate providers are scheduled to attend surgeries in OR as indicated or requested.

Schedule post-surgery diagnostic procedures and follow-up patient appointments.

Assist in addressing patients’ complaints/concerns. Act as resource and coordinating consultant to physicians and residents on medical/surgical services such as treatment plans, delivery of prosthesis needed for patient’s surgery post-operative and follow-up, etc.

Acts as a liaison between patients and other School of Dentistry clinics to coordinate patient care, referrals, and appointments.
Scheduling Surgery:

Act as liaison between patients, physicians, OR, nurses, other clinics, nursing units, admitting, Financial Counseling, blood bank, lab, Radiology, OT, PT, Prosthetics, etc. for the purpose of coordinating all pre-op planning and preparation.

Schedule and communicate pre-op planning and preparation to patient. Send appointment and other information to patients.

Responsible for requesting and/or ordering necessary surgical equipment, tools, supplies, devices, and implants (will supply necessary info for custom implants).

Manage OR block time. Release block time and requests elective OR time through the Surgical Services Website at UWMC (Montlake).

Responsible for scheduling, rescheduling, and canceling surgeries on ESI scheduling system. Will monitor case order day prior to surgery and make any necessary changes.

May assist with completion of surgery packet.

Complete other duties related to surgical scheduling as necessary.
General Clinic Responsibilities:

Responsible for reviewing registration data such as demographic, insurance, referral, next of kin etc., and updating online or providing information to appropriate personnel.

Answer the telephone in a professional and courteous manner and direct calls appropriately, covering the front desk for the PSS2 and PSS Lead staff when requested.

Request Interpreters as appropriate. Schedule appointments, manage and maintain dentist schedules.

Provide support services for both patients and dentists.

Set up and manage patient payment plans/contracts.

Advise and explain payment policies and procedures to patients.

Collect and apply payment to appropriate procedure in Axium. Batch deposit receipts, cash and take to Revenue Cycle Office.

Liaise with Patient Revenue Cycle Office staff, the Clinic Manager of CDC, attending providers overseeing the GPR program, and OCS administration regarding status of insurance pre-authorizations, payments, write-offs, fee adjustments, contract payments, and related issues.

Perform other duties as requested and assigned.

Perform other duties as requested and assigned.
MINIMUM REQUIREMENTS

A Bachelor’s Degree in a medically related or public relations field AND two years of experience in a tertiary patient care setting involving interactions with a variety of medical services, contact with patients and families, interaction with physicians, and proficiency in medical terminology OR equivalent education/experience.
ADDITIONAL REQUIREMENTS

Advanced experience with Microsoft Word, Excel, and Outlook.

Knowledge of dental terminologies.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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