Administrative Assistant, College of Dentistry

Administrative Assistant, College of Dentistry

Primary Purpose: This position provides administrative support to a diverse group of patients, students, staff, and dentists within a clinical dentistry setting to support the delivery of patient care and the clinical student experience. The position is responsible for providing continuity of care and ensures timely, efficient, and effective service and contributes to an environment that values the beliefs, need, and contributions of a culturally diverse community.

Nature of Work: As a part of teaching and learning, the College of Dentistry has a strong commitment to patient care and clinical experience for its students. Reporting to the Director of Clinics, under the direction of the Assistant Dean of Clinics, the Clerical Assistant works with dental students, dentists, staff and community clinics to support the teaching, learning, and patient care functions from a coordination, administration and technical perspective. The position provides excellent, culturally responsive service to all and must have a good overall understanding of Clinic and College policies and processes to appropriately meet the needs of the patients and students.

Due to high volumes of work in a busy clinical environment with frequent interruptions, this position requires the ability to multi-task with speed and accuracy as patient care and clinic income are directly affected. This position has little control of the work pace as pace is driven by clinic and student activity. This position works independently to ensure the efficient operation of the dental clinic while providing front line reception duties. Discretion is required as this position is privy to and works with sensitive and confidential patient information.

Clinics include 85 operatory general purpose Education Treatment Clinic, a 6 unit Fellowship Specialty Clinic, a 5 unit Oral Surgery Unit, and a Radiology Unit. Clinical Support Services has responsibilities with DMD, Dental Therapy, Dental Hygiene, Dental Assisting, Community Clinics, Pre-clinical Labs. Additionally, the College has several outreach clinics which the Clinical Administration office will support.

Typical Duties:

• General reception and administration duties such as answering telephone calls; booking and confirming appointments; check-in patients, maintaining electronic patient charts; mail opening, sorting, and distributing; tracking and following up patient cancellations and no-shows.
• Financial duties including but not limited to: processing payments and deposits; tracking and following up on accounts receivables.
• Processing all aspects of insurance management for our patients such as predetermination, claims follow-up and processing, and liaising with insurance companies
• Work with students and community clinic providers to process patient month ends, deposits, insurance claims, and send out referrals
• Coordinates schedules and activities for patient care and student learning
• Attend staff meetings to ensure delivery of patient care and student experience is consistent within the clinic
• Facilitates patient referrals for specialty services
• Provides excellent customer service to patients, students, and faculty
• Updates policies and procedure manuals as directed
• Regularly clean and organize office space and clinical reception area
• Other duties as assigned as the College continues to grow and add new programs
• Evening shifts are required in the position

Qualifications

Education: Completion of Grade 12 and relevant post-secondary education and work experience are required. Completion of a dental program would be an asset.

Experience: At least two years of recent work experience in a dental clinic is required. 3-5 years’ experience in an administrative or coordination role is an asset.

Skills:

• Strong knowledge of dental terminology and procedure codes.
• Experience with Dental Electronic Health Records is required.
• Keyboarding skills and proficiency with MS Office is required;
• Proven effective interpersonal, organizational and time management skills;
• Effective team leadership and coordination skills;
• Effective written and oral communication;
• Demonstrated competence, sensitivity, and empathy in working with diverse groups and underserved members of the community;
• Ability to recognize and respectfully respond to an individual’s specific needs in an inclusive manner
• Ability to interpret and apply departmental policies and procedures, and apply basic analytical skills to problems where clear precedent may not exist;
• Skill in organizing and executing multiple assignments under specific time constraints;
• Skill in exercising initiative, resourcefulness, and sound judgment with an ability to solve problems and make decisions;
• Ability to work independently and in a team environment with a team approach to delivery of patient care;
• Ability to manage and prioritize competing deadlines;
• Ability to communicate and co-operate effectively with all levels of management, staff, faculty, students and patients within and outside of the College and clinic;
• Ability to handle sensitive and confidential matters with discretion and tact;
• Ability to establish and evaluate administrative methods and procedures to negotiate resolution to scheduling and procedural problems;
• Ability to establish and maintain effective work relationships.