Dental Clinic Office Administrator

1 week ago

Vancouver, British Columbia, Canada PHS Community Services Society Full time

PHS COMMUNITY SERVICES SOCIETY - JOB DESCRIPTION

DENTAL CLINIC OFFICE ADMINISTRATOR

JOB SUMMARY


The Dental Office Administrator oversees the delivery of administrative support services for the Dental Clinic and works as part of an interdisciplinary team that provides high quality, comprehensive dental care to our patients.

This position is responsible for overall clinic operations, and requires proficiency with database management, strong administrative skills, and an ability to uphold patient confidentiality while working with patients with complex care needs.


SOCIETY PHILOSOPHY


PHS Community Services Society provides refuge, services, advocacy and supportive affordable housing for those who are poorly served elsewhere in the community due to their physical health, mental health, behavior, substance usage, involvement with the criminal justice system or for those who are homeless.

The Society fosters a sense of community within PHS's Projects, Programs or in the Society at large, which encourages its members to be accepting of and offer support to one another.

This is achieved through enabling each person to function at the level determined by that person; allowing each person to determine for themselves the time, place, course and method of therapeutic treatment chosen if any; fostering an environment within any project or program which accepts, has faith in, forgives, and looks to the good in each member.

The Society actively seeks to find an alternative to eviction in every situation.

KEY RESPONSIBILITIES

  • Responsible for overall dental operations, including supervising staff and delegating work accordingly, ensuring patient needs are met.
  • Ensures effective customer relations, including patient scheduling, maintaining wait lists, and triaging walkins. Manages all customer service issues timely and effectively.
  • Maintains dental records, performs data entry of proper dental procedures, verifies coding, and coordinates followup procedures and thirdparty professional services. Monitors expenditures of funds in accordance with assigned budget and organizational policies.
  • Performs Accounts Receivable functions including billing, collecting, reconciling and consolidating insurance and patient revenues, insuring acquisition of all outstanding insurance and patient payments and compiling accurate reports. Prepares banking deposits and performs banking functions.
  • Supervises staff, assigning work, providing feedback and evaluation, determining training requirements, orienting new staff and approving timesheets and attendance records.
  • Resolves staffing problems, including calling in casual staff and from temporary agencies, to ensure appropriate staffing levels.
  • Works with supervisor to manage health authority, BCDA, Ministry, UBC endowment and student placement contracts, ensuring that operations are in compliance with contractual obligations, tracking finances, compiling reports, ensuring all reporting deadlines are met, and flagging discrepancies and recommending solutions to meet contractual obligations.
  • Oversees purchases, receipt, storage and distribution of all equipment, including PPE, and makes recommendations for purchase, lease, replacement and disposal.
  • Monitors maintenance and repair of facility and equipment in compliance with dental operational procedures, contracts suppliers and repair services, researches costs and consults with senior manager making recommendations on purchases and repairs.
  • Works with the Senior Manager on reports by researching, organizing and summarizing information as necessary to provide program outputs and outcome for new or improved service delivery.
  • Manages the dental software working with IT to update as needed.
  • Develops the record keeping and filing systems of the dental office.
  • Regularly liaises with the BC Dental Association (BCDA) for support and training opportunities as well as grant opportunities.
  • May assist Senior Manager and Dentists in liaising with UBC and other colleges for dental student placements.
  • Staff scheduling including calling in staff (dentists, hygienists, dental assistants) to ensure appropriate clinic coverage.
  • Maintains timekeeping and attendance records of staff, dentists.
  • Additional duties as assigned.

QUALIFICATIONS / EXPERIENCE

  • Must have Dental Reception Certification
  • Must have previous dental office management experience (minimum 2 years) or combination of education and experience
  • Must have experience supervising staff
  • Ability to communicate effectively, both verbally and in writing.
  • Must have excellent time management skills.
  • Ability to work independently and in cooperation with others.
  • Knowledge and experience with dental terminology and insurance procedures. Ability to operate dental equipment.
  • Knowledge of principles and practices related to accounting and budget management.
  • Knowledge of general office procedures.
  • Computer knowledge: Exan/Mercedes Pow

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