Responsible for oversight and coordination of staff functions related to front and back office including but not limited to, greeting and welcoming; computer systems; telephones; provider schedules; dental records; patient registration, financial screening, and eligibility; and business functions (receipts, charges, coding, and deposits). This position is also responsible for ensuring efficiency of front and back office dental operations and for monitoring, coaching, and training, reporting, planning, and budgeting.
Responsibilities Ensure and model excellent customer service at all times to internal and external customers. Ensure staff is well trained and have tools and resources to fulfill job, especially ample training and access to computers. Computer training will include, at a minimum: a) Basic word processing and spreadsheets, b) Practice Management System, c) GroupWise (email), d) Online Eligibility, and e) TVU System. Ensure customer service is delivered by all dental staff by greeting all patients and having patients understand their anticipated wait time. Ensures patient flow and efficiency goals are met daily. Collaborates with marketing and health service associate to ensure the surrounding communities are aware of our dental services. Monitor and coordinate appointment schedules for all dental providers, ensuring timely access with the patient=s preferred provider, reminder phone calls, and recall. Coordinates no-show follow-up. Ensures new patients are called and welcomed into our practice and given an appointment within two weeks of being assigned to Dental. Monitor and reconcile daily cash deposits and ensure maintenance of the receipt book and ledger. Ensure completion of monthly report of receipts. Monitor patient registration, eligibility verifications and financial screening process for all programs and plans, ensuring accurate use of financial classes and timely, accurate data entry into practice management system. Monitor dental records function, including proper dental record preparation, filing, mail and correspondence, privacy, and security. Ensure compliance with HIPAA standards. Ensures all staff receive required Electronic Dental Record (EDR) training. Assist in any and all front and back office functions as needed (see job summary). Attend meetings, training, and/or seminars as it pertains to department, clinic, and/or program goals and objectives. Coordinate adequate staffing and scheduling of all dental department personnel, including lunch and extended hours coverage. Works as part of Clinic Management Team with Clinic Administrator, Site Lead Physician, Back Office Supervisor, and Front Office Supervisor with the goal of assuring clinic medical patients are encouraged to be seen by the dentist. Ensures every provider is meeting their TVU goal and payor mix goal. Ensure that all patient complaints are documented as warranted and resolved in a manner satisfactory to the patient in collaborative with clinic management team. Follow through to ensure a satisfactory resolution. Interviews and hires potential candidates. Participates in the planning and budgeting process for the dental department. Prepares reports as needed. Ensures the efficiency report is completed weekly and distributed to the clinic administrator, dental providers, health service administrator, and director of administration. Other duties as assigned by supervisor. If a DA/RDA, ability to fulfill those job requirements as listed on DA or RDA job description. Maintains all Dental Department equipment in accordance with manufacturer’s directions and Dental Department policy and protocol. Maintains adequate operation supplies and compiles a list of individual item shortages for inventory control and ordering purposes. Insures the sterility of all reusable dental instruments and equipment in accordance with Dental Department directive’s and protocols. Insures the proper disposal of all contaminated or potentially contaminated materials in accordance with Dental Department directives, clinic policy, as well as state and federal regulations. Participates in appropriate health promotion / disease prevention activities, both on-site and off-site as required. Travels when necessary to meet operational needs. Responsible for personal compliance with all applicable federal, state, local, clinic rules, regulations, protocols, and procedures including but not limited to the participation of a Dental Assistant in the provision of clinical dental care. This would also include those relating to, but not limited to personnel issues, work place safety, public health and confidentiality. Demonstrates basic Knowledge of Infection & Exposure control and sterile techniques through pre-employment and annual competency assessments for a dental practice. Possesses and maintains a valid and current license with the State of California as a registered dental assistant (if Certified). Demonstrate flexibility by working evening clinic, weekends, overtime, and float to other clinics as assigned.
Qualifications High school Diploma. Completion of accredited course in Dental Assisting preferred. Current CPR (BLS) required. Completion of accredited course in coronal polishing preferred. Possession of current and valid RDA or DA license preferred . At least one year of supervisory experience preferred. Minimum of three years experience working in a dental practice in Front/Back Office.