"Office Coordinator"

Job Summary

This position will assist with the coordination and administrative efforts as directed by the Director of Patient Services. This job involves critical quality control measures for on time graduation of senior students, reviewing proposed treatment plans, demographic information, internal and external referral requests for accuracy and performing patient compliance counseling focusing on DCG policies and protocols, reviewing student's use and compliance with the pre-doctoral appointment system and when necessary, taking appropriate action. Communicate with various patients, students, staff and faculty by email, telephone and in person to provide information, explain and resolve minor problems for both our internal and external customers. Duties include inputting student rotation data; maintaining student competency forms and when directed generating various letters to patients and students' clinical activity reports as needed.

Responsibilities

The duties include, but are not limited to:

• PRE-DOCTORAL CLINICS: Primary person responsible for year-round templating (twice in the fall and twice in the spring each academic year) of pre-doctoral clinics. This includes building clinic books and scheduling clinical chairs for all pre-doctoral programs through a structured process of gathering and coordinating information for program directors, the master rotation spreadsheet, student calendar, and the Dental College of Georgia events calendar. Employee labels chair request using various disciplines, coordinate patient assignments, daily clinical operations and tracks and facilitates patient assignments to ensure optimal utilization of clinical resources. Continuous schedule reviews to ensure accuracy and avoid discrepancies Time management to adhere to specific deadlines that would require faculty and designated administrative staff. Finalized and approved schedules are sent via email to D1-D4 student providers. Provides continuous support to faculty, students, and patients to maintain workflow efficiency and service quality.
• PCC CLINIC: Keeping the Director of Patient Services and Patient Care Coordinator (PCCs) and faculty informed of clinical utilization; adjusting schedules as needed for students. Complete rotation swaps and adjustments as required. Complete administrative tasks utilizing software for approximately 300 pre-doctoral students; such tasks as patient inactivation, patient assignments and reassignments, no contact letters, step transfers, etc.
• COLLABORATE: Collaborate with internal customers when necessary.
• MONITOR PROGRESS REVIEWS: Schedule, block, and monitor progress reviews 6 PPC's
• SCREENING PATIENTS & COLLECTING DATA: Assist students with scheduling special screening patients, collecting patient data for registering and entering any clinical codes determined by the screening faculty/PCC. Backup scheduled for screening and EDS clinic.
• WEEKLY UPDATES: Weekly updates of the student's clinical production report utilizing reports generated from organizational software.
• PHONES/PATIENT ASSISTANCE: Answering incoming calls in a courteous and professional manner; answering questions regarding student assignments and reassignment, request for appointments, or redirecting calls to the appropriate clinic. Reviews pre-doctoral students' patients' charts for appropriate contact notes and continuation of treatment as a quality control measure. Notify PCC if issues are found.
• QUALITY ASSURANCE: Quality assurance checks on pre-doctoral students' patient treatment plans for accuracy and completeness. Advising students regarding corrective actions when discrepancies are found ensuring the highest standard of quality. Conduct patient compliance counseling focusing on program policies and protocols to ensure patient eligibility for the pre-doctoral program as it pertains to commitment with time, financial obligations and HIPPA. Notify assigned PCCs and Director of Patient Services regarding actions taken if assistance is required.
• OTHER DUTIES: Perform other duties as assigned by the Director of Patient Services.

Required Qualifications

Associate's degree from an accredited college or university with a minimum of six years of progressively responsible office support experience.
OR
High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Preferred Education: Bachelor's degree from an accredited college or university in Business Administration.
Preferred Experience: Experience in medical/dental office. Five years of administrative experience allowing for progressive responsibilities in medical/dental setting. Experience includes working for multi-providers in an education setting. Proficiency with Axium-patient management software and proficient in understanding and speaking Spanish.

Knowledge, Skills, & Abilities

KNOWLEDGE
Knowledge of dental office practice principles
Knowledge of dental terminology
Proficiency in Microsoft Office software
SKILLS
Excellent written communication skills
Strong analytical, organizational, and interpersonal skills
Excellent problem-solving abilities
ABILITIES
Ability to maintain confidentiality
Familiarity with managing a multi-provider appointment system
Ability to organize, prioritize, and manage multiple tasks effectively
Ability to work independently with minimal supervision
Attention to detail, meticulously accurate
Ability to multitask and meet deadlines
Ability to adhere to all HIPAA protocols
Ability to manage a wide-range of populations

Location

Augusta University -
Our Health Sciences Campus:
1120 15th Street, Augusta, GA 30912
Our Summerville Campus:
2500 Walton Way, Augusta, GA 30904