Dental Coordinator

Primary Function   

The Dental Coordinator works under the direction and supervision of a Dental Manager.  Under supervision, the incumbent is responsible for a variety of clerical and administrative duties established by the Dental Clinic Manager.  The Dental Coordinator provides clerical and administrative support to the Dental Department.  

CIH Dental believes that these skills are necessary for the employee to be successful:

• Excellent phone and in-person communication skills.
• Organization, time management and multitasking abilities.
• An understanding of dental office procedures and workflow.
• Computer literacy in basic applications like email and Microsoft Office.
• Critical thinking skills.
• Demonstrates initiative to make the dental clinic a better place, by recognizing improvements for processes and work flow. 
• Practices Patient Navigation along with the CIH Guiding Principles in order to provide optimal patient care and experience.

This position requires professionalism, excellence, engagement, patient and team compassion, stewardship and quality. 

Job Description

• Understands and is able to perform all of the Dental Clerk duties as listed in that position’s job description.
• Coordinates all functions at the dental front desk, including opening the schedule, preparing blocks for the schedules, employee training for the front desk, maintaining and managing the dental lobby and front desk areas, and providing quality customer service at our front desk. 
• Assists with the appointment confirmation process.
• Greets patients/visitors, makes necessary notifications, assists as necessary to facilitate contact with appropriate persons, and directs to specified lobby or office. 
• Audits dental clerk coding and note history, and advises or trains on how to perform the job appropriately. 
• Duties include answering telephone and directing calls to the appropriate individual and/or answers routine questions concerning the dental department.
• Records telephone messages pertaining to dental care, refers all urgent communication to the professional staff for immediate action.   Initiates calls as requested by staff.
• Maintains an organized, neat and orderly work area and office reception area.
• Types standard forms, letters, documents, correspondence, etc. on a daily basis or as deemed necessary.
• Requests transportation for patients from within or outside the immediate family if applicable.
• Assists with the billing process when necessary.
• Maintains clerical supplies by checking stock and requisitions replacement as appropriate.  
• Responsible for Relias Training compliance.
• Assists with data collection, as assigned by the Dental Leadership Team.
• Assists with case management (pediatric and adult) duties as needed. 
• Performs other related duties as assigned.
• May be necessary to work when Administrative leave is granted if patient care would be compromised.

Job Knowledge 

• A practical knowledge of the medical facility’s organization and services, the basic rules and regulations governing visitors and patient treatment, and practical knowledge of standard procedures, medical records, and dental terminology.
• Knowledge of typing and computer use since both are used in the performance of position duties.  Familiarity with computerized based appointment scheduling, referral, and diagnostic scheduling packages including Resource and Patient Resource Management System (RPMS), Dentrix, EHR (Electronic Health Record), and BPRM.  
• Knowledge of Inpatient, Outpatient, and ER operating procedures such as the emergency communication systems, transfers referrals, and treatments.
• A good working knowledge of terms describing diseases, medical and surgical procedures, as well as standard abbreviations used by the medical staff.
• A thorough knowledge of recording and referral procedures.
• Knowledge of requisitioning supplies and maintaining clerical supply levels.
• Knowledge of filing procedures and communication skills to relay medical information to members of the unit and other services of the hospital.

Education/Experience 

• A high school diploma or GED is required. 
• A minimum of two years’ experience working in a clerical, administrative, or health related field is required. 
• Previous experience in a dental setting is preferred.
• Previous experience working with Dentrix Dental Package is preferred.
• Must possess a valid driver’s license.

Contact with Others

Interacts frequently with coworkers, hospital staff, patients, and other health professionals for the purpose of exchanging information, obtaining, and/or providing assistance. Tact, courtesy, and professional conduct are required to maintain positive working relationships. Utmost sensitivity and confidentiality is required when dealing with patients and families. 

Confidential Data 

The incumbent has access to highly confidential patient medical and personal information. The Privacy Act of 1974 mandates that the incumbent shall maintain complete confidentiality of all administrative, medical and personnel records and all other pertinent information that comes to the individual’s attention or knowledge.  The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records.  Violation of such confidentiality shall be cause for adverse actions.

Responsibility for Accuracy 

A high degree of accuracy in recording diagnostic and treatment information in the dental chart for each patient is required. The incumbent is responsible for accuracy of work performed. The dental clinic coordinator reviews work for accuracy and determines steps to prevent errors from reoccurring. Incumbent performs clinical and administrative procedures pertinent to the Dental Clinic and treatment of the patient. Assemble patient records according to the prescribed format. Interview patients to update demographic and insurance information. Incumbent prioritizes work according to the urgency of the situation and/or medical information received about the patient. Incumbent can perform all clinical and administrative duties during the patient care and treatment process. Completion of duties affects the efficiency with which the hospital provides service and therefore could have an indirect negative effect on patient outcomes. Most administrative and clerical errors would be detected with proofing and review procedures. Failure to properly manage and direct activities could result in ill will for the department, delays in patient treatment, and negative patient and community relations. Ineffective health planning could have adverse effects on the health status of the community by limiting access to necessary resources. Accuracy of data and research is critical in the allocation of CIHA resources. 

Mental/Visual/Physical 

Work is mostly sedentary, yet requires walking, standing, bending, and carrying light items such as files and manuals. 

Job duties can be mentally/emotionally stressful at times. Ability to effectively deal with stress is necessary. Close mental concentration and attention to detail are required for most duties. Work requires identification of established guidelines related to assigned tasks. Must demonstrate visual acuity, manual dexterity and the ability to speak and hear. This position requires the individual to possess the ability to differentiate and prioritize many tasks at once. May occasionally move more than 15 pounds. 

Resourcefulness and Initiative 

Guidelines consist of dental and medical procedures, inpatient, outpatient, and emergency room manuals, Privacy Act guidelines, hospital policies and procedures.  The supervisor provides specific, detailed guidelines covering all assignments.  The employee does not deviate from the guidelines unless authorized.

Incumbent works under the administrative supervision of the Dental Manager, who administers control of the Department’s functional duties and provides specific instructions on new assignments. The incumbent is responsible for initiating and following through on recurring clerical assignments.  Work is primarily reviewed in terms of overall quality and efficiency of service provided to patients and staff by the Dental Manager.

Environment 

Work is performed in the clinic setting, which is responsible for treating patients with a wide variety of dental problems.   Incumbent is frequently exposed to communicable diseases.  Incumbent is required to comply with Employee Health Program guidelines including current immunization status of identified communicable diseases and safety precautions are sometimes necessary, such as use of personal protective equipment as required by hospital policy.  

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.