Dental Office Specialist
Stockbridge-Munsee Community Band of Mohican Indians, Bowler, WI, United States
Dental Office Specialist
1ST POSTING OPEN FOR ANY ENROLLED TRIBAL MEMBER OF THE STOCKBRIDGE MUNSEE COMMUNITY TO APPLY
POSTING DATE: 4-22-2026
CLOSING DATE: 4-29-2026
WAGE: $16.00 PER HOUR NEGOTIABLE NON-EXEMPT
Every employee of Stockbridge Munsee Community is expected to present themselves in a professional manner to customers as well as other departments. Stockbridge Munsee Community strives to provide a positive team environment where everyone contributes.
GENERAL RESPONSIBILITY:
The Dental Office Specialist duties will be primarily dealing (1) maintaining a full schedule for all providers, (2) providing excellent customer service and patient support, (3) management of electronic and paper charts, (4) Contract Health referrals, (5) recall system management, (6) confirming appointments, (7) filing and monitoring insurance prior approvals and predetermination, (8) cover for reception, (9) assist in preparing departmental reports, (10) completing documentation and correspondence associated with Cancel/Fail policy.
STANDARD QUALIFICATIONS:
All employees of Stockbridge Munsee Community must meet the following qualification:
1. Must submit to and pass a pre-employment drug and health screening.
2. Must be at least 18 years of age, unless otherwise stated on job description
3. Must maintain an acceptable departmental attendance record
4. Must obtain and maintain Elder/Youth License as stated on job description.
DUTIES:
1. SCHEDULING
A. Utilizing the Dentrix electronic dental records, maintain a full schedule for all providers
B. Attempt to fill all cancellations and no-shows
C. Maintain and utilize the short call lists and work needed list in Dentrix and Excel.
2. CUSTOMER SERVICE and PATIENT SUPPORT
A. Greets patients.
B. Answer the telephone for scheduling, cancellations, emergencies etc.
C. Checks specifically for dental insurance coverage.
3. MANAGE ELECTRONIC AND PAPER CHARTS
A. Follow guidelines of medical records.
B. Pull the days charts ahead of time.
C. Print daily schedules for Reception.
D. Checks need for health history updates, HIPAA forms and authorization to treat.
E. Scan new forms into Dentrix Doc Center
F. Files completed charts.
G. Pull out deceased and inactive charts and files.
H. Identify MA, insurance and self-pay patients
4. CONTRACT HEALTH REFERRALS
A. Fill out referral forms.
B. Utilize RCIS when available
C. Check on CHS eligibility.
D. Collect treatment plan information utilizing Dentrix
E. Schedule appointments with specialist.
F. Scan pink copy in chart after signature from CHS into Dentrix Doc Center
G. Scan follow up letter from specialist into Dentrix Doc Center
5. RECALL SYSTEM MANAGEMENT.
A. Utilize continuing care module in Dentrix
B. Preschedule 3 and 4 month recall appointments, Check exact date of recall for insurance purposes.
C. Mail at appropriate time.
6. REMINDER CALLS
A. Check payment histories prior to calling patient
B. Throughout the day make calls to patients and leave appropriate messages if needed.
C. Mark status of reminder calls in Dentrix
D. Check that lab cases are in before confirming appointments
E. Utilizing patient alerts in Dentrix, remind patients to take pre-med
7. FILE PRE-DETERMINATIONS AND PRIOR APPROVALS
A. Deliver treatment plans explanation of benefits out of pocket expense.
B. Refer patients to business office for payment plans.
C. Verify approval of MA prior-authorizations before confirming.
D. Flag MA, insurance, and self-pay charts.
E. Verify approval of predeterminations before confirming appointments
8. PATIENT CHECK IN COVERAGE
A. Verify address, phone number, and insurance coverage.
B. Screen eligibility for tribal member or tribal employees, and workers compensation.
9. ASSIST IN PREPARATION OF MONTHLY REPORTS
A. Days worked for each provider
B. Cancel fail by provider through Dentrix
C. Percentage of patients seen who are enrolled, descendants, direct, non-Native
10. CA/FAIL POLICY DOCUMENTATION AND CORRESPONDENCE
A. Document each cancel and failed appointment in Dentrix
B. Document each failed appointment in patient alert screen
C. Provide courtesy call to each patient who fails
D. Cancel all scheduled appointments for patients who fail.
E. Send certified letter when after a patient's second fail within one year.
11. Must maintain an acceptable departmental attendance record.
12. Must be reliable and prompt when reporting to work.
13. Required to attend job related, in-service, meetings, and training to maintain professional and technical knowledge.
14. Must adhere to tribal law and other applicable laws as well as tribal personnel policies and procedures.
15. May be required to satisfactorily complete an exam or other testing requirement(s) to determine skill proficiency.
16. The above duties and responsibilities are not an all inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.
QUALIFICATIONS:
1. Must possess a High School Diploma or G.E.D. equivalent.
2. Must be at least 18 years of age.
3. Satisfactorily completed an associate's degree in Business Administration preferred or in lieu of a degree 2-4 years experience as Business Manager in a dental office.
4. Must possess knowledge of all dental terminology and a working understanding of Current Dental Terminology-3 (CDT-3) or attain that knowledge within six months.
5. Must possess knowledge of office procedures and knowledge to maintain a record keeping system.
6. Must be able to tolerate long periods of sitting, bending, standing, and walking.
7. Must be able to communicate well and relate to the public.
8. Must be able to capably perform recurring duties (clerical and record keeping) independently and according to established instructions and procedures.
9. Must be able to maintain confidentiality.
10. Experience with Dentrix electronic dental records preferred
11. Must be willing to attend all applicable training.
12. Must pass pre-employment drug and health screening. Must adhere to the Tribe's Drug and Alcohol Free Workplace Policy during the course of employment.
13. Must be eligible for coverage under the employer's liability insurance.
14. Must have demonstrated ability to maintain satisfactory working record in any prior or current employment.
15. Must be able to meet physical requirements of position.
16. Must have a valid driver's license, reliable transportation, and insurance are required. Must obtain a Wisconsin driver's license within 30 days of employment if applicant has an out-of-state driver's license. Must meet and maintain the eligibility to operate a personal or tribal vehicle under the driver acceptability guidelines as established by Mohican Nation Insurance.
17. Must abide by departmental and organizational safety, testing, and uniform guidelines.
18. Experience with Excel, Word, and electronic health records preferred
19. Must submit and pass a background security check to meet the Elder/Youth License Requirement as it pertains to the position and the location of the department
1ST POSTING OPEN FOR ANY ENROLLED TRIBAL MEMBER OF THE STOCKBRIDGE MUNSEE COMMUNITY TO APPLY
POSTING DATE: 4-22-2026
CLOSING DATE: 4-29-2026
WAGE: $16.00 PER HOUR NEGOTIABLE NON-EXEMPT
Every employee of Stockbridge Munsee Community is expected to present themselves in a professional manner to customers as well as other departments. Stockbridge Munsee Community strives to provide a positive team environment where everyone contributes.
GENERAL RESPONSIBILITY:
The Dental Office Specialist duties will be primarily dealing (1) maintaining a full schedule for all providers, (2) providing excellent customer service and patient support, (3) management of electronic and paper charts, (4) Contract Health referrals, (5) recall system management, (6) confirming appointments, (7) filing and monitoring insurance prior approvals and predetermination, (8) cover for reception, (9) assist in preparing departmental reports, (10) completing documentation and correspondence associated with Cancel/Fail policy.
STANDARD QUALIFICATIONS:
All employees of Stockbridge Munsee Community must meet the following qualification:
1. Must submit to and pass a pre-employment drug and health screening.
2. Must be at least 18 years of age, unless otherwise stated on job description
3. Must maintain an acceptable departmental attendance record
4. Must obtain and maintain Elder/Youth License as stated on job description.
DUTIES:
1. SCHEDULING
A. Utilizing the Dentrix electronic dental records, maintain a full schedule for all providers
B. Attempt to fill all cancellations and no-shows
C. Maintain and utilize the short call lists and work needed list in Dentrix and Excel.
2. CUSTOMER SERVICE and PATIENT SUPPORT
A. Greets patients.
B. Answer the telephone for scheduling, cancellations, emergencies etc.
C. Checks specifically for dental insurance coverage.
3. MANAGE ELECTRONIC AND PAPER CHARTS
A. Follow guidelines of medical records.
B. Pull the days charts ahead of time.
C. Print daily schedules for Reception.
D. Checks need for health history updates, HIPAA forms and authorization to treat.
E. Scan new forms into Dentrix Doc Center
F. Files completed charts.
G. Pull out deceased and inactive charts and files.
H. Identify MA, insurance and self-pay patients
4. CONTRACT HEALTH REFERRALS
A. Fill out referral forms.
B. Utilize RCIS when available
C. Check on CHS eligibility.
D. Collect treatment plan information utilizing Dentrix
E. Schedule appointments with specialist.
F. Scan pink copy in chart after signature from CHS into Dentrix Doc Center
G. Scan follow up letter from specialist into Dentrix Doc Center
5. RECALL SYSTEM MANAGEMENT.
A. Utilize continuing care module in Dentrix
B. Preschedule 3 and 4 month recall appointments, Check exact date of recall for insurance purposes.
C. Mail at appropriate time.
6. REMINDER CALLS
A. Check payment histories prior to calling patient
B. Throughout the day make calls to patients and leave appropriate messages if needed.
C. Mark status of reminder calls in Dentrix
D. Check that lab cases are in before confirming appointments
E. Utilizing patient alerts in Dentrix, remind patients to take pre-med
7. FILE PRE-DETERMINATIONS AND PRIOR APPROVALS
A. Deliver treatment plans explanation of benefits out of pocket expense.
B. Refer patients to business office for payment plans.
C. Verify approval of MA prior-authorizations before confirming.
D. Flag MA, insurance, and self-pay charts.
E. Verify approval of predeterminations before confirming appointments
8. PATIENT CHECK IN COVERAGE
A. Verify address, phone number, and insurance coverage.
B. Screen eligibility for tribal member or tribal employees, and workers compensation.
9. ASSIST IN PREPARATION OF MONTHLY REPORTS
A. Days worked for each provider
B. Cancel fail by provider through Dentrix
C. Percentage of patients seen who are enrolled, descendants, direct, non-Native
10. CA/FAIL POLICY DOCUMENTATION AND CORRESPONDENCE
A. Document each cancel and failed appointment in Dentrix
B. Document each failed appointment in patient alert screen
C. Provide courtesy call to each patient who fails
D. Cancel all scheduled appointments for patients who fail.
E. Send certified letter when after a patient's second fail within one year.
11. Must maintain an acceptable departmental attendance record.
12. Must be reliable and prompt when reporting to work.
13. Required to attend job related, in-service, meetings, and training to maintain professional and technical knowledge.
14. Must adhere to tribal law and other applicable laws as well as tribal personnel policies and procedures.
15. May be required to satisfactorily complete an exam or other testing requirement(s) to determine skill proficiency.
16. The above duties and responsibilities are not an all inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.
QUALIFICATIONS:
1. Must possess a High School Diploma or G.E.D. equivalent.
2. Must be at least 18 years of age.
3. Satisfactorily completed an associate's degree in Business Administration preferred or in lieu of a degree 2-4 years experience as Business Manager in a dental office.
4. Must possess knowledge of all dental terminology and a working understanding of Current Dental Terminology-3 (CDT-3) or attain that knowledge within six months.
5. Must possess knowledge of office procedures and knowledge to maintain a record keeping system.
6. Must be able to tolerate long periods of sitting, bending, standing, and walking.
7. Must be able to communicate well and relate to the public.
8. Must be able to capably perform recurring duties (clerical and record keeping) independently and according to established instructions and procedures.
9. Must be able to maintain confidentiality.
10. Experience with Dentrix electronic dental records preferred
11. Must be willing to attend all applicable training.
12. Must pass pre-employment drug and health screening. Must adhere to the Tribe's Drug and Alcohol Free Workplace Policy during the course of employment.
13. Must be eligible for coverage under the employer's liability insurance.
14. Must have demonstrated ability to maintain satisfactory working record in any prior or current employment.
15. Must be able to meet physical requirements of position.
16. Must have a valid driver's license, reliable transportation, and insurance are required. Must obtain a Wisconsin driver's license within 30 days of employment if applicant has an out-of-state driver's license. Must meet and maintain the eligibility to operate a personal or tribal vehicle under the driver acceptability guidelines as established by Mohican Nation Insurance.
17. Must abide by departmental and organizational safety, testing, and uniform guidelines.
18. Experience with Excel, Word, and electronic health records preferred
19. Must submit and pass a background security check to meet the Elder/Youth License Requirement as it pertains to the position and the location of the department