RECEPTIONIST DENTAL CLERK

The Receptionist/Dental Clerk is primarily responsible for front desk operations that support the activities of the dental office (documentation, collections, insurance, eligibility, supplies), administrative support, client scheduling, and client reception.

 Essential Job Responsibilities

Administrative Duties

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

Answer phones, check and return voice messages in a timely manner.

Check-in patients for dental/clinical visits.

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

Perform patient-reminder phone calls for scheduled appointments daily.

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

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

Respond to correspondences via email and fax in a timely manner.

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

Monitor the front area lobby and keep it clean and safe at all times.

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

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

Ensure patient records are fully secured at all times (HIPAA compliance).

Notify management of licenses, policies, procedures and agency form updates and/or renewals.

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

Fiscal Duties

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

Record daily cash collections on Daily Transaction Log and submit to management.

Record service deliveries in agency data system (Nextgen – as appropriate).

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

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

Quality Assurance/Compliance

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

Review patient records monthly for quality assurance compliance.

Ensure that online trainings are current as required (UltiPro and other training courses).

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

Participate in agency developmental activities as requested.

Other duties as assigned.

Culture of Service: 3Cs

Compassion

• Greet internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.
• Listen to the internal or external customer (i.e. patient, client, staff, vendor) attentively, reassure an understanding of the request and provide appropriate options or resolutions.
• Help patients in distress by responding to emergencies.

Competency

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

Commitment

• Take initiative and anticipate 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 that prompt and effective responses are provided.

Safety
Ensure proper handwashing according to the Centers for Disease Control and Prevention guidelines.
Comply with Health Center’s Policies/Procedures/Protocols as it relates to air or blood borne pathogens.

Understand and appropriately act upon the assigned role in the Emergency Code System.
Understand and perform assigned roles in the organization’s Continuity of Operations Plan (COOP).

Maintain agency guidelines relating to safety, outreach and confidentiality.

Make sure each patient knows which medicines to take when they are at home.

Contact Responsibility

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

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 office and laboratory setting. Minor heavy lifting. 

Other

Participate in health center developmental activities as requested.

Other duties as assigned.

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