Patient Treatment Administrator


Position Title

Patient Treatment Administrator 


BRCHS School of Orthodontics 


Full Time/Exempt

Position Summary

Responsible for supervision of Patient Representative staff including the Front Desk and New Patient personnel. Responsible for conducting staff meetings, writing performance appraisals, assisting Clinic Director in hiring personnel. In coordination with faculty, responsible for the administrative portion of patient assignments. Responsible for overseeing the New Patient process including financial consultations and Initial Banding appointments. Responsible for monitoring and responding to the practice’s email account Also responsible for administering the practice’s Foster Care Program 

Essential Job Duties

  • Performs new patient procedures including financial consultation, assignment to diagnosis-related groups and completion of paperwork 
  • Accepts, screens, and routes incoming telephone calls, faxes, and emails, responding to patient inquiries 
  • Establishes, maintains, processes, and updates files, records, and other documents and ensures records are complete, accurate, and in compliance with standards 
  • Responds to notes on patient accounts, seeks assistance with appropriate entities in the event of conflict, and enters notes in patient records 
  • Coordinates New Patient activities with the Front Desk, Insurance, and Collection departments, including entering dental insurance billings 
  • Schedules emergency appointments and coordinates other scheduling changes 
  • Accepts and posts payments for service; and ensures account information is correct and complete 
  • Makes appointment reminder calls 
  • Prepares weekly and monthly tracking report on appointment activity 
  • Compiles and maintains patients’ medical records to document condition and treatment and to provide data for research or cost control and care improvement efforts 
  • Resolves or clarifies codes and diagnoses with conflicting, missing, or unclear information by consulting with service providers or others 
  • Maintains confidentiality; protects the security of medical records; and adheres to all HIPAA guidelines/regulations 
  • Purges files according to standards 
  • Sets up initial patient files and appointments for the Fellowship Program 
  • Releases information to persons and agencies according to regulations 
  • Interfaces with other departments; covering absences, sharing telephone rotation, providing needed assistance 
  • Operates standard office equipment and uses required software applications 
  • Performs other duties and responsibilities as assigned 

Knowledge, Skills, and Abilities

Knowledge of: 

  • Dental/orthodontic terminology 
  • Dental insurance billing practices 
  • Standard business office procedures 


Skill in: 

  • Using interviewing techniques to obtain information from patients 
  • Transcribing written and oral information, using computers to enter, access or retrieve data, and preparing reports 
  • Maintaining patient dental records 
  • Accurately posting, balancing, and reconciling payments 
  • Operating standard office equipment and using required software applications 


Ability to: 

  • Read, understand, and follow oral and written instructions 
  • Organize and prioritize multiple tasks and meet deadlines 
  • Accurately perform detailed clerical and administrative tasks 
  • Communicate effectively, both orally and in writing 
  • Work independently as well as collaboratively within a team environment 
  • Provide a high level of internal and external customer service 
  • Establish and maintain effective working relationships with patients, service providers, faculty, and other staff 

Work Conditions

  • Normal business hours. Some additional hours may be required. 
  • Climate controlled office environment. 

Physical Requirements

  • Sitting—up to 8 hours per day 
  • Walking—up to 2 hours per day 
  • Standing—up to 6 hours per day 
  • Lifting—up to 30 pounds maximum, but generally will not apply 
  • Pushing—up to 30 pounds maximum, but generally will not apply 
  • Pulling—up to 30 pounds maximum, but generally will not apply 
  • Computer keyboard—up to 6 hours per day 
  • The following requirements will generally not apply: 
  • Bending 
  • Squatting 
  • Stooping 
  • Reaching 
  • Balancing 
  • Twisting 
  • Crawling 
  • Kneeling 
  • Climbing stairs or ladders 
  • Outdoors 

Employees should not attempt to lift, pull, or push a load in excess of 30 pounds without assistance. Care should always be taken when lifting, pushing, or pulling in an awkward position. 

Prerequisites Required for Position

Minimum Education/Work Requirements

  • Associate’s Degree in Business Administration or other related discipline and two (2) years of experience in Health Information and/or Medical Records in an academic medical environment or an equivalent combination of education, training, or experience.


  • A valid driver’s license is required prior to employment and must be maintained during employment. 

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants, send application materials to Dr. James Trouten at