Dental Clinic Operations Specialist (DCOS)

The successful candidate must demonstrate experience, skills, and commitment to fostering an environment of belonging, diversity, equity and inclusion in students, faculty and staff.

POSITION SUMMARY:

The responsibilities of the Dental Clinic Operations Specialist (DCOS) have a critical impact on student success, patient care, safety in the dental clinic, the reputation of Delta College within the community, and risk reduction for legal issues involved with the dental clinic. This position is required to be fulfilled at all times as defined by the Commission on Dental Accreditation (CODA). The DCOS is responsible for coordination and facilitation of all dental hygiene and dental assisting students based on their individual needs to meet the established graduation requirements for various patient treatment and services. This includes communication with a large number of community-based patients and serves as the liaison for local dental offices for treatment coordination. The DCOS serves as the primary role for community outreach and patient recruitment in the surrounding community. This position manages all HIPAA and OSHA compliance within the dental clinic to prevent legal action and ensure safety for all students, faculty, staff, and community patients. The DCOS is required to manage and maintain all dental clinic equipment to ensure students are able to complete patient treatment safely and effectively. In addition, the position is responsible for inventory and ordering of various controlled medical and dental related supplies that are essential for student to provide the necessary care to patients for experience and requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Students

• Coordinate meeting the needs of 60+ students in the following areas: dental software, patient scheduling, program requirements, and following clinic protocol.
• Open and close the dental clinic. This includes protocol to review the clinic, radiology, and sterilization to ensure that dental units, computers and equipment are properly handled, sterile processing equipment is properly managed and confirm violations of infection control and HIPAA have not occurred.
• Monitor safety and security by controlling the dental clinic camera system.
• Assist students during community outreach projects with preparation of various materials and supplies for events.
• Maintain all patient treatment records for each student in accordance with CODA Accreditation Standards.
• Access and provide documentation regarding patient treatment for Accreditation Self Study and Site Visit.

Communication

• Provide clear communication when explaining policy and procedures to ensure the student/patient understands scheduling, payment, and treatment expectations.
• Recognize issues as they arise with students and/or patients and assist by providing conflict resolution and problem-solving strategies.
• Utilize appropriate professional communication with external medical providers regarding mutual patient information.
• Oversee proper documentation and handling of dental charts.
• Enforce clinic protocol and communicate violations with main faculty and program coordinator.
• Register student and patient information in software while maintaining HIPAA and FERPA legal requirements.
• Identify, communicate, schedule and follow-up on issues relating to dental clinic equipment and software.
• Train students, faculty and staff in dental practice software and dental clinic grading software
• Fill the role of dental clinic SDS officer including regular monitoring of OSHA Safety Data Sheets (SDS) and communicate with faculty as needed to ensure patient and student safety and meet CODA Accreditation Standards.
• Maintain HIPAA and FERPA legal requirements during all types of communication.

Patients

• Communicate with patients regarding appointment scheduling, dental procedures, clinic policies, and collection of fees.
• Track patient treatment phases and document all patient communication.
• Email radiographs following the specific protocol in the Dental Hygiene Office Professional handbook and HIPAA legal requirements.
• Utilize ethical decision-making during patient communication and situations.
• Protect patients by monitoring dental clinic compliance of HIPAA legal requirements.
• Prevent disease transmission by following and enforcing infection control protocol.
• Respond appropriately as a team member to assist in medical emergencies situations.
• Collaborate with external dental practices to coordinate comprehensive care and provide necessary dental records, including radiographs.
• Actively participate in patient recruitment efforts for the dental clinic.
• Participate in community outreach and patient recruitment to fulfill a critical role in upholding a positive image of Delta College.

Budget & Inventory

• Maintain large inventory and budget for dental clinic (dental hygiene and assisting programs).
• Manage dental supplies by accurately accessing varying needs and ordering supplies in a timely manner to avoid interruption of patient treatment and interfere with students meeting requirements.
• Schedule of repairs and maintenance in dental clinic.
• Post charges and payments, collect fees from patients, balance day sheet, make deposits. Process patient charges for treatment and payment, balance day sheet and solve discrepancies, prepare deposit. Maintain all financial records.
• Coordinate budget and inventory in accordance with CODA Accreditation Standards. Provide documentation on the dental clinic and dental programs spending for the annual CODA report.

Repairs

• Understand the critical nature of insuring that 20 dental units, 6 radiology rooms and associated equipment, 20 simulation lab units, and 12 machines related to sterile processing of clinic instruments are in working order at all times to avoid interruption of patient treatment and students meeting requirements.
• Trouble-shoot malfunction of equipment and software within the dental clinic.
• Contact and coordinate vendors for repair. Track the progress of repairs and communicate status with program coordinator and faculty.
• Train faculty how to resolve minor problems and how to prevent problems as explained by repair person.
• Perform maintenance on dental unit waterlines, calibration of radiology equipment equipment on regular intervals and as needed.
• Retain all repair and maintenance records to meet CODA Accreditation Standards.

Required Qualifications:

• Associate's degree or equivalent knowledge and skills
• 1-3 years of position related experience

Additional Experiences Considered:

• Dental experience, RDA or RDH licensure

Special Instructions to Applicants:

Complete an on-line application and attach a cover letter with position title, resume and copies of transcripts (official transcripts required upon hire) and/or certifications and licenses.

Application Deadline:

Position will remain open until filled. First consideration will be given to applications received by April 29th. The College reserves the right to close the recruitment process once a sufficient applicant pool has been identified.

Status:

Full time, Starting Salary $24.05 – $26.69 per hour: Commensurate with Qualifications and Experience
The selected candidate will be scheduled to work 44 weeks per year. The Dental Clinic is closed from the end of June through early August each year.

Open Until Filled: Yes