What are the responsibilities and job description for the Dental Office Manager position at Absentee Shawnee Tribe of Indians of Oklahoma?
This position is currently open.
Public?:
Internal
Division:
Health
Reports To:
Director, Dental
Type of Position:
Regular Full Time
Location:
Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026
General Description
The Dental Office Manager will directly report to the Dental Director and serves as the administrative coordinator and receptionist for the Dental Director and Staff Dentists. The Dental Office Manager will also provide business office support to the Dental Director, Staff Dentists, Hygienists and Other Dental Office Staff (clerical/clinical). The Office Manager must be organized, possess strong phone and communication skills, and must be proficient with a computer. The Office Manager must always be patient, understanding and be a pleasant and welcoming presence in the office.
This position will also orient and educate patient and their families by meeting them; explaining the role of the patient care coordinator; initiating the care plan; providing educational information in conjunction with direct care providers related to treatments; procedures, provide cost estimate and financial arrangements, prioritizing plan of care to maximize benefits and patient needs and continuing care requirements.
Responsibilities & Duties
Aids the Dental Director with the oversight of daily dental office operations which includes supervising dental staff (clerical/clinical).
Serves as time keeper for Dental staff.
Actively participates in the coordination of the dental clinic through performance of routine administrative, clerical and secretarial duties.
Determines patient eligibility for care prior to making appointment, verifies patient dental insurance, and coordinating with Patient Benefit Advocate regarding seeking alternate resources.
Establishes dental staff schedules, allocation of staff, and assures effective patient care.
Trains and rotates office staff through various office duties to ensure cross-coverage in all job areas.
Oversees inventory and ordering of office supplies.
Aids receptionist with scheduling appointments and regulates scheduling to provide a smooth efficient flow of patients through the dental clinic.
Observes the rules of confidentiality in the retention and dissemination of privileged and protected personnel and medical information.
Ensuring patient file is correct and all dental documents are up-to-date.
Entering data to patient files for both medical and dental benefits as “applicable”.
Handled incoming phone calls and directs inquiries appropriately.
Verifies all insurance eligibility for both medical and dental benefits as applicable receives all insurance co-pay payments and posts amounts paid to patient accounts.
Manage and process all dental referrals which includes follow-up on all referrals to ensure timely processing.
Calculate dental benefits and co-pays with accuracy and presents estimate with financial arrangement options to patient for future treatment.
Works with the Dentist and Assistants to ensure that scheduling proceeds in an effective manner.
Maintains patient care database by entering new information as it becomes available, verifying findings and reports and entering into the computer database.
Communicating with other Native Tribes: verifying patient benefits as well as sending invoices.
Safeguards confidentiality of the medical charts/electronic health records and complies with all local, state, and federal laws pertaining to medical records. Assumes compliance with all HIPPA regulations concerning use, retrieval, storage, and sharing of medical records.
Due to the sensitive financial nature of duties, must be able to collect copays and financial arrangement payments from patient, applying appropriately to patient account.
Provides back-up to receptionist greeting and directing all patients and visitors who report to the dental clinic. Receive all incoming telephone calls, determine the nature of the call, refer inquiries to the director or other appropriate staff or handle them personally.
Secures necessary health history from patients prior to seeing the dentist or hygienist. Scan x-rays, health history and other dental documentation into the primary health record.
Serve as timekeeper for AST Dental Clinic Staff.
Record and keep minutes of the dental staff meetings or delegates this responsibility.
Coordinates the pickup and delivery of patient laboratory cases; including assuring proper payment has been received.
Utilizes automated data processing equipment to enter and retrieve dental visit data and other patient information maintained in the dental software.
Keeps dental reception and patient waiting area neat and clean at all times.
Support special initiatives as identified and assigned.
Assists in the dental clinic as needed and performs other related duties as assigned.
Qualifications
Education and Qualifications
Associates Degree or experience as a Dental Assistant. Preferred 2-5 years’ experience in dental office and insurance.
Documented training and experience in maintenance of dental records and CDT coding.
eClinical works EHR systems experience is preferred.
Dentrix Dental software experience preferred.
A working knowledge of medical terminology and physiology and legal aspects of health information.
Knowledge of accreditation standards and compliance requirements.
Must have knowledge of or experience in working with third party resources such as Medicare, Medicaid and Private Insurance, Contract Health or Coordination of Benefits, medical records, and patient registration.
Must be reliable, detailed oriented, capable of multi-tasking with excellent written and verbal communication skills as well as strong professional customer-service interpersonal skills.
Ability to communicate effectively orally and in writing; ability to relate well with co-workers and the general public.
Outstanding listening and interpersonal skills, with the ability to effectively work and communicate with physicians, clinicians, and practice staff.
Strong analytical and problem solving skills; strong attention to detail.
Demonstrates excellent written and verbal communication skills.
Ability to work under pressure and prioritize work appropriately with minimal supervision.
Must be computer literate required (Windows operating systems – Microsoft Word, Excel).
Must have a valid Oklahoma Driver’s License.
Must be able to pass a background check.
Must be able to pass a drug test.
Physical Requirements and Working Conditions
Must be able to sit, stand, stoop, bend or kneel for long periods of time.
Sitting or standing or walking for long period of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking hearing and visual acuity.
Frequent lifting (up to 15 lbs)
Occasional lifting (up to 30 lbs)
The Absentee Shawnee Tribe of Oklahoma (AST) is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability, or sexual orientation. However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates. AST will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and its amendments.
Native American Preference/EEO/Drug Free/Smoke Free Workplace
Posted Date:
11 hours 52 min ago
Closing Date:
Thursday, January 30, 2025
Tribal Preference/Native American Preference/EEO/Smoke Free/Drug Free Workplace
Indian preference applies to all positions, but all resumes will be accepted.
Forward Completed Absentee Shawnee Tribe applications with resume to:
Absentee Shawnee Tribe
Human Resources Department
2025 South Gordon Cooper Dr.
Shawnee, OK 74801
Fax: 405-273-2710
Email: HR@astribe.com
