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Essential Job Responsibilities:

Administrative Duties

Routes clients to the appropriate areas within the agency for services.

Answers phones, checks and returns voice messages in a timely manner. 

Checks-in patients for dental/clinical visits.

Schedules patient appointments (via telephone and/or in-person) and record in scheduler.

Performs patient-reminder phone calls for scheduled appointments on a daily basis.

Assists patients in the completion of medical/dental intake documentation.

Register new patients with appropriate documentation and ensure eligibility criteria for dental services. 

Responds to correspondence via email and faxes in a timely manner. 

Conducts inventory of all office supplies (i.e. charts, toner, paper) and ensures office is fully stocked. 

Monitors the front area lobby and keeps it clean and safe at all times. 

Ensures patient documentation is fully completed to satisfy data management system requirements.

Ensures proper documentation (i.e. labs, referrals, valid ID) are in the patient’s records.

Ensures patients records are fully secured at all times.(HIPAA compliance).

Notifies management of licenses, policies, procedures and agency’s forms updates and/or renewals.

Assist with the coordination of oral healthcare services on behalf of the patients. 

Fiscal Duties

Collects co-payments, deductibles and other fees for services  in the form of cash, checks and credit card.

Records daily cash collections on Daily Transaction Log and submits to management.

Records service deliveries in agency data system (NexGen – as appropriate).

Verifies patient insurance carrier including Ryan White prior to each visit for eligibility of services. 

Records patient’s information and service deliveries in Health Center data systems (i.e. Casewatch, NextGen, Provide Enterprise and Intergy). 

Quality Assurance/Compliance

Ensures dental clinic (including staff, volunteers) operations fully comply with Agency and HIPAA requirements.

Reviews patient’s records on a monthly basis for quality assurance compliance.

Ensures that online trainings are current as required (UltiPro and other trainings).

Assists manager in the training of new staff (peers). 

Participates in agency developmental activities as requested.

Other duties as assigned.

Culture of Service: 3Cs

Compassion

• Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.

• Listens to the internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.

• Helps patients in distress by responding to emergencies.

Competency

• Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered

Commitment

• Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed

• Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided

Safety

Ensures proper handwashing according to the Centers for Disease Control and Prevention guidelines.

Understands and appropriately acts upon the assigned role in Emergency Code System.

Understands and performs assigned roles in the organization’s Continuity of Operations Plan (COOP).

Contact Responsibility

The responsibility for external and internal contacts is constant and critical.

JOB SPECIFICATIONS

Education:

High school diploma required.

Training and Experience:

At least one year of related work experience is preferred.  Receptionist training is preferred. HIV/AIDS training preferred.

Travel Details:

Own transportation is required.

Job Knowledge and Skills:

Bilingual (English Spanish) is preferred. Computer knowledge should include Microsoft Outlook, Word, and Excel. Excellent problem solving, communication, organizational and teamwork skills are required. Ability to work with multicultural and diverse population is required. 

Physical Requirements

This work requires the following physical and sensory activities: constant sitting, hearing/ visual acuity, talking in person and on the phone. Frequent walking, standing, sitting and bending. Work is performed in an office and laboratory setting. Minor heavy lifting. 

Other

Participates in health center developmental activities as requested.

Other duties as assigned.