"Office Specialist"

Office Specialist

Job ID: 292715

Location: Augusta University

Full/Part Time: Full Time

Job Summary

Under general supervision, perform tasks to aid in the on-going flow of external and internal lab cases. Work independently to research and resolve flow control issues and respond to client requests. Responsible for ensuring lab cases are accurately recorded in patient history for charges and payments. Responsible for reconciling invoices for external laboratories and inventory of implant parts and precious metal for the Dental College of GA.

Also responsible for assisting students, faculty, and residents with supplies and instruments for all patient care activities and/or pre-clinical activities. Responsible and accountable for electronic inventory control of supplies, equipment, and dental instruments. Responsible for the upkeep and ordering of supplies needed for clinics and to maintain the integrity of the supply inventory system. Responsible for maintaining supplies for all clinics, dispensaries, and clinical labs.

Responsibilities

The duties include, but are not limited to:

ADMINISTRATIVE DUTIES: Process the daily flow of dental lab cases (both internal and external) for the Dental College of Georgia. Ensure all cases are logged into the database and monitor for timely processing and patient account payment. Maintain inventory of all stocked items for the DCG, ordering through People Soft, Mckesson, Healthy Shop, in order to maintain required supply of stocked and non-stocked orders. Maintain and monitor accurate inventory of all commonly used supply items utilized in the DCG. Record all orders placed in the AxiUm inventory system module. Replenish stock as needed and plan for future requirements based on orders to ensure that sufficient quantities are on hand to meet the demands of the school. Track all supply orders from start to finish to ensure timely delivery and payments.

SCHEDULING AND PURCHASING: Responsible for scheduling and monitoring pickup and delivery of cases by external labs. Reconcile lab invoices and ensure that paperwork is processed for payment. Ensure lab invoices are accurate and in line with current contractual fees. Coordinate with labs for discrepancies in charges and problems with pickups and deliveries.

Work with purchasing, warehouse, and vendors to track completion and to resolve problems and discrepancies concerning orders and deliveries for the DCG.

• Inspect packages delivered by receiving and warehouse.
• Check the accuracy of packages delivered by comparing the contents to the receiving report and requisition.
• Contact the warehouse or vendor if there are any discrepancies and notify supervisor or manager.
• Follow up on all requisitions placed ensuring conversion to PO happens in a timely manner as well as delivery and payment.

PATIENT ACCOUNTS AND REGISTRATION: Responsible for implanting parts and bone material for the college. Verify treatment and charges are entered on patient accounts and monitor adherence to Implant and other relevant policies for college. Maintain implants, bone, and membrane levels. Fill provider Implant Requisition orders. Ensure that failed implant returns are processed in a timely manner. Place orders for parts and material through PeopleSoft as needed. Responsible for electronic inventory control of all items ordered through central supply. Clerical duties to include data entry, answering phone calls, record keeping and running reports.

INVENTORY: Maintain inventory of Bleaching Kits and ensure that they are dispensed to providers in accordance to the protocol for the college. Assist with the maintenance of the chemical database for Central Supply. Ensure all expired materials are properly documented and disposed of.

STOCKING AND DISTRIBUTION: Responsible for maintaining precious metal inventory for the college. Issue metal to the internal lab or providers as requested. Receive and document new inventory.

Receives, stocks, and distributes supply items for all areas in the DCG. Ensures all products are stocked in a 'first in, first out' method. Keep both central supply and the loading dock in a clean and neat order.

OTHER RELATED DUTIES: Perform other job-related duties as assigned by Management.

Required Qualifications

Associate's degree from an accredited college or university in a related field.

OR

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization with a minimum of three years of progressively responsible office support experience.

Preferred Qualifications

Bachelor's degree from an accredited college or university. Certified dental technician, dental assistant, experience in a dental lab, or previous inventory control experience; Knowledge of AxiUm software

Knowledge, Skills, & Abilities

KNOWLEDGE

• Proficient in Microsoft Office and other computer software/databases
• Understanding of dental terminology and lab processes
• Initiative to determine what needs to be done and handle it
• Maintain strict confidentiality

SKILLS

• Effective communication skills (oral and written), attention to detail, networking skills
• Excellent customer service skills and report preparation.

ABILITIES

• Ability to maintain confidentiality
• Ability to learn PeopleSoft and other software as needed
• Ability to multitask and prioritize
• Ability to manage time and be self-motivated with the ability to work independently
• Ability to interact effectively with a wide-range population
• Ability to work well under pressure and meet deadlines.