Patient Allocation Program Lead

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Clinic Receptionist (Gr3)

Job Title

Patient Allocation Program Lead

Department

Dental Clinic | Faculty of Dentistry

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

October 9, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The UBC Dental Clinic uses state-of-the-art technology and an innovative architectural design to create a sophisticated, efficient space for learning, community service and research. The Nobel Biocare Oral Health Centre at UBC, and the Graduate Specialty Clinic, use state-of-the-art technology and an innovative architectural design to create a sophisticated, efficient space for learning, community service and research. The dental clinic in the Oral Health Centre provides the setting for the clinical practice component that is required for the completion of Doctor of Dental Medicine (DMD) requirements and graduate programs. A new Simulation laboratory was completed in 2022, which allowed us to release clinic space to accommodate patient care, while allowing students to perform simulated patient care in a separate, specially designed lab.

The Patient Allocation Program Lead plays a critical role in managing patient assignments across the DMD and Dental Hygiene Programs at the UBC Faculty of Dentistry. This position ensures optimal student-patient matching to support clinical education, effective scheduling, and patient care delivery. The role also supports the UBC Children’s Dental Busing Program by coordinating scheduling and communication logistics for enrolled families. Additionally, the position provides reception coverage as needed to maintain seamless clinic operations.

Organizational Status
Works within the main dental clinic. This position reports to the Clinic Operations Administrator who reports to the Senior Clinic Manager, Resources & Operations and the Clinic Director.

Work Performed
- Patient Management & Allocation: Prepare, allocate, transfer, refer, and dismiss patients for students across DMD and DHDP programs ensuring equitable distribution of learning opportunities and clinical experiences.
- Clinical Records Maintenance: Update patient files, close charts, retention policies, and UBC Dentistry standards. On a daily basis, over 50 to 60 patient charts are processed to sustain continuity of care and compliance.
- Screening & Scheduling: Coordinate and manage patient screening appointments, including reminder calls, waitlist tracking, and follow-up communications, to ensure students have timely access to appropriate cases.
- Data Accuracy in axiUm: Maintain precise patient data in axiUm, including demographic updates, treatment notes, referral information, and chart status. Regularly audit entries for accuracy, consistency, and completeness to avoid downstream errors in treatment or billing.
- Patient Communication & Cost Clarification: Provide patients and referring dentists with clear explanations of treatment costs, procedures, and expected timelines. Act as a liaison to manage expectations and minimize misunderstandings that may affect student assignments.
- Documentation Systems Oversight: Maintain and continuously update patient allocation manuals, allocation rules, waitlists, and program documentation systems to ensure transparency and alignment with faculty policies.
- Support Staff Guidance: Provide training, guidance, and daily assistance to support staff (e.g., DA2/DA3, reception, work-study students) involved in patient allocation logistics. Monitor workflows to ensure efficiency and fairness in student-patient assignments.
- Cross-Program Coordination: Collaborate with program directors, clinical supervisors, and faculty to prioritize patient allocation based on curriculum requirements, ensuring DMD and DHDP students receive balanced clinical exposure across specialties.

Busing Program Support
- Confirm attendance, refer patients, provide transportation, manage rescheduling, and monitor no-shows or deferred appointments.
- Liaise with UBC Faculty of Dentistry staff to ensure accurate scheduling and communication.
- Provide culturally sensitive communication and prioritize urgent dental needs when scheduling.
- Work closely with public health dental hygienists, UBC clinic coordinators, and administrative staff to ensure program efficiency and effectiveness.

Reception Coverage (As Needed)
- Prepare and send pre-authorizations and pre determination for insurance patients.
- Communicate with patients about balances and co