As a Travel Coordinator, you have the unique opportunity to ensure that your assigned Nuvia travel patients are being taken care of with every step to get them into one of our many Nuvia locations to help fill schedules and help patients around the country in addition to leading your assigned smile consultant team.
Responsibilities:
- Paperwork/New Travel Patients: Getting a new travel patient consists of several things to do: 3 day pump up texts, filling out new patient paperwork asap, adding patients to National tracker and Open Dental, and starting the medical clearance email.
- Treatment Prep Appt: A virtual 30 minute Doxy call is scheduled by your assigned smile consultant to book surgery dates if the patient is good to get surgery within 6 weeks. Patients need to have received a “yes” from the teeth pictures by the local restorative Dr. being sent to.
- This call is jam packed with information! Reviewing paperwork, medical clearance process, collecting funds, travel insurance form, surgery week breakdown, and making sure they understand the importance of watching the consent videos.
- Communication with Travel Patient: Travel coordinators will handle all communication with the patient until they walk into their center for surgery week. This includes:
- Calling in prescriptions approved by surgeon
- Booking medical transport when needed
- Answering any questions- essentially hand holding patients to get into the center
- Communicating with the local GM and the local doctors.
- Setting clear expectations with travel patients
- Communicate between patient and local team until handoff is completed
- Medical Clearance: Travel coordinators are responsible to medically clear the travel patients prior to surgery week. The number one priority for each patient is the medical clearance process and getting records as quickly as possible to help ensure your patient is cleared in time for their surgery week.
- Working with all surgeons/CRNAs from all the locations
- Weekly meetings with your smile consultant team: travel coordinators will work closely with their assigned smile consultant regarding patient’s cases and finances.
- Go through the CLT queues and update cases on NOS
- Open to developing leadership skills
- Understanding the schedule: Because you are the person coordinating a travel patient’s surgery week, understanding the schedule will be very important in giving patients the correct guidance where to be and when. Knowing how to schedule effectively will be very important to the success of the schedule. Following the block schedule will be important in making sure the schedule flows correctly.
- Working with all the local center’s schedules (about 30 different calendars)
- Understanding Open Dental, Cliq, National Tracker, NOS, Google Drive/Google Meet
- Keeping National Patient Tracker 100% updated always
- Must be capable of having a hard conversation with a patient and managing them in a way that benefits all parties involved
- Daily EOD
- Filling out Medical DQ/CBCT DQ refund on time and sent for approval process
- Submit reimbursement requests for approval
- Anything else as required by your GM
Requirements:
- At least 40 hours a week- Out of normal business hours quick arrival calls with patients coming in the next day
- Demonstrate exceptional customer service, almost like a friend helping them
- Have high social intelligence to navigate complex situations with patients and local teams
- Be proactive to problem solve issues with the travel team that arise.
- Be able to have hard conversations with patients
- Demonstrate/develop leadership skills
- Detail oriented
- Understand and live by Nuvia company values.
- Good relationship with the travel team and your assigned smile consultants
Results:
- Happy and satisfied patients
- A happy, working relationship with your GM and travel team
- Feeling like you have done something to take care of people who truly need your help
- Being apart of a vast growing department
- Changing lives around the country
Nuvia is a great place to work! We pride ourselves in the satisfaction of our teams and believe if they are well taken care of, in turn, they will take great care of our patients. Our benefits package includes the following:
- Medical, Dental, Vision, Life, Long/Short Term Disability Insurances
- Paid Training
- Paid Time Off
- Paid Holidays
- Paid Parental/Bereavement Leave
- 401k match
- Employee Assistance