Dental Patient Services Representative

JOB DESCRIPTION

Title: Dental Patient Service Representative

FLSA Category: Non-Exempt

Reports To: Dental Director

Date Issued: May 2026

Greater Baden Medical Services (GBMS) is a Federally Qualified Health Center (FQHC) dedicated to providing high-quality healthcare across Southern Maryland. With 9 clinical sites across Prince George's, Charles, and St. Mary's counties, we serve over 18,000 patients each year. We provide fully integrated care that includes primary care, pediatrics, women's health, Title X family planning, dental care, behavioral health, WIC, pharmacy services, and the Ryan White HIV/AIDS program. Our patient population is primarily made up of Medicaid and uninsured individuals. We are deeply proud to deliver these vital services to everyone in our community, regardless of their ability to pay, making Greater Baden an incredibly rewarding place to grow your career while making a tangible, life-changing impact every day.

Job Summary:

Responsible for greeting patients, and performs a variety of clerical tasks including patient registration, and payment processing.

Essential Functions:

1. Greets patients, family members, and visitors determining services and/or other needs that are required.

2. Monitors waiting area to insure that patients and family members' needs are addressed and that the area is tidy.

3. Assists new patients in the completion of their registration information. Opens medical records for new patients including appropriate consent and clinical forms.

4. Reviews with patient their insurance coverage or eligibility for other programs including sliding scale fee.

5. Establishes a separate file for patients applying for sliding scale fee. Reviews documentation presented by patients determining that it meets the established criteria.

6. Collects and processes patient demographic, financial, diagnoses and procedure code information with accuracy.

7. Review third party coverage and payment arrangements available with patients. Inputs incoming payments and other data into system.

8. Notifies the Medical Assistant that the patient has arrived and/or when new patients are ready for patient care services, dental or mental health services.

9. Inputs payments from third party payors or other sources of data entry as needed.

10. Reviews current visit charges and outstanding balances with the responsible party and arranges required payments. Inputs payments and prints receipt. Schedules return appointments. Nonessential Functions:

11. Pulls medical records for scheduled, same day, or walk-in patients.

12. Answers telephone calls and assists and/or directs calls to the most appropriate staff member. When calls are for patient services, answers inquiries about services and expected payment. Schedules appointments and when necessary consults with the charge nurse to assist in determining the most appropriate appointment. Clears messages from voice mail system and directs message to appropriate person.

13. Assists in the preparation and routine maintenance of patient charts as outlined by policy. This includes chart identification, tabs, filling all documents in the appropriate sections, etc. Daily chart retrieves and returning the charts after the end of the day.

14. Participates in team/staff meetings; attends in service meetings and applicable workshops.

15. Performs other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of one (1) year of customer service experience, in a dental practice setting.
• Knowledge of dental terminology, procedures, and insurance plans preferred.
• Experience with electronic health records (EHR), dental practice management software, and standard office applications.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills with the ability to interact professionally with patients, providers, and staff.
• Ability to maintain patient confidentiality and comply with HIPAA regulations.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Accurate data entry and attention to detail.
• Ability to work independently and as part of a team.
• Basic proficiency in Microsoft Office Suite (Word, Outlook, and Excel).
• Ability to handle sensitive situations with professionalism, discretion, and empathy.
• Bilingual skills preferred but not required

Physical and Mental Demands

• Remain in a stationary position for approximately 50% of the workday.
• Demonstrate the ability to cope with workplace stress effectively.
• Occasionally move throughout the office to access file cabinets, office equipment, and other work areas.
• Frequently operate a computer and other office productivity equipment, including calculators, copiers, and printers.
• Communicate regularly with patients, staff, and other individuals, exchanging and summarizing information accurately and professionally.
• Perform a variety of duties and adapt to frequent changes in tasks and responsibilities.
• Maintain productivity and accuracy while working with frequent interruptions and distractions.
• Adjust priorities quickly and effectively as business needs and circumstances change.
• Interact appropriately and professionally with colleagues in a variety of situations and for different purposes.
• Possess the ability to hear and interpret sounds accurately.
• Communicate effectively through spoken language, including conveying detailed information and instructions clearly, accurately, and in a timely manner.

Language Skills

Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization.

Compliance • This position requires compliance with Greater Baden Medical Services ( Health Center's) compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the Patient Service Representative regular performance evaluation.

Language Skills - Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization.

Travel Must be able to drive between Greater Baden Medical Services, Inc. locations as required.