Dental Case Manager

Description

The Dental Case Manager serves as the primary point of contact for coordinating, monitoring, and managing dental cases from initial review through resolution. This role ensures that patients receive timely, appropriate care in alignment with contract requirements, clinical standards, and operational processes. The Dental Case Manager collaborates closely with dental providers, administrative teams, and external partners to facilitate case progression, resolve barriers to care, and maintain accurate documentation in the case management system.

Candidates with prior dental office management experience are highly preferred, as this background provides valuable insight into dental workflows, patient scheduling, provider coordination, and practice operations. While not required, this experience significantly enhances the ability to manage cases efficiently and effectively.

Key Responsibilities

• Review, evaluate, and manage assigned dental cases from intake through completion, ensuring compliance with program guidelines and timelines.
• Communicate with patients, providers, and other stakeholders to coordinate appointments, obtain necessary documentation, and provide case updates.
• Interpret treatment plans and ensure recommended services align with clinical and contractual requirements.
• Request and track treatment approvals in applicable systems; follow up on outstanding requests to avoid delays in care, 
• Maintain accurate and complete electronic records in compliance with HIPAA and organizational standards.
• Identify and address barriers to care, escalating cases as needed to management or clinical leadership.
• Monitor case progress to ensure deadlines are met; proactively address issues that may cause delays.
• Collaborate with internal teams (Data, Scheduling, Logistics, Billing) to ensure smooth workflow and resolution of cases.
• Generate reports on case status, trends, and performance metrics for leadership review.
• Stay current on applicable regulations, policies, and procedures impacting case management and patient care.
   

Requirements

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• Minimum of 2 years of experience in dental, medical, or healthcare case management, scheduling, or coordination.
• Working knowledge of dental terminology, treatment planning, and procedures.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office Suite and case management/EHR software.
• Excellent verbal and written communication skills.
• Ability to work independently while collaborating effectively with a team.   

Preferred:

• Dental office management experience (highly preferred, not required).
• Experience in military or public health dental programs.
• Experience with DENCLASS, CDS, MRRS, MEDPROS, ASIMS.
• Familiarity with contract compliance requirements in a healthcare setting.  

Core Competencies

• Attention to Detail – Ensures case data, documentation, and communications are complete and accurate.
• Time Management – Manages competing priorities and deadlines effectively.
• Problem-Solving – Anticipates potential challenges and takes proactive steps to address them.
• Customer Service – Provides responsive, respectful, and clear communication with all stakeholders.
• Teamwork – Works collaboratively across departments to support organizational goals.  

Physical Requirements

• Ability to remain in a stationary position for extended periods.
• Ability to operate standard office equipment.
• Occasional travel may be required.

If you are made a conditional offer of employment, you will be required to undergo background check (including criminal record check) and drug screening. We use E-Verify in our hiring process.

DOCS Health is committed to ensuring equal employment opportunity. All employment decisions, policies, and practices are in accordance with applicable federal, state, and local anti-discrimination laws. DOCS Health will not engage in or tolerate unlawful discrimination (including any form of unlawful harassment) on account of a person's sex (including pregnancy), age, race, color, religion, national origin, ancestry, citizenship, physical or mental disability, sexual orientation, gender nonconformity, status as a transgender individual, gender identity, genetic information, marital status, family responsibility, armed services, or any other status protected by law.