Program Assistant II PLUS Clinic position control number PA2-22-540-02

The Program Assistant provides multi-task clerical support for dental clinic operations specific to the PLUS Clinic.  The person in this position will schedule and confirm appointments and work directly with patients, pre-doctoral students, as well as the PLUS Clinic faculty providers and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1.      Responsible for telephone coverage of the front desk,  taking and distributing messages, and answering all callers’ questions. Checking PLUS clinic email daily for information and to respond to communication.

2.      Provides excellent customer service to patients arriving for appointments. Notifies faculty, students, and staff to inform them of patient arrival.

3.      Schedules appointments to accommodate patients; resolves scheduling conflicts and fits in emergency appointments.  Confirms appointments with patients for 2 days ahead so if patient cancelled can fill from the waitlist.

4.      Verifies contact information and that insurance or medical assistance are still in force.  Gets insurance pre-authorization of coverage.  Informs patient of today's charges and any previous balance due before any service is rendered (if indicated). 

5.      Requests payment for any procedures in accordance with the UMSOD/PLUS Clinic’s policies and procedures guidelines.  Responds to inquiries about patient's account. Requests Ryan White grant policy and eligibility documentation upon initial patient registration/entry into Axium and when documentation expire.

6.       Prints patient appointment reminders; patient consent and treatment plan as indicated.

7.      Collects and scans patient laboratory bloodwork and proof of income, ID, 2 forms that verify address, all necessary documents for eligibility.  Scanned into patient chart. Calls Social Worker/patient advocate. ahead to get necessary documents.

8.      Verifies daily that a treatment note and procedure code has been entered in the patient chart by the PLUS Clinic providers. Notifies provider if information is missing. Enters missed appt code in chart.

9.      Collects and assures compliance with Ryan White Standards of Care- eligibility documents.

10.  Able to evaluate the patient’s situation and schedule the patient in the appropriate appointment slot.

11.  Checks and verifies that that patients’ documents are current up to date, legible, fills out the Plus Ruyan White eligibility form on each and every patient.

12.  Does not schedule patients whose charts are locked or have been sent to collections.

13.   Look ahead in Schedule to determine missing documents for patient and informs pt ahead of time to forward the documents to PLUS clinic.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job.  Incumbents perform other related duties assigned.  Specific duties and responsibilities may vary based upon departmental needs.