RECEPTIONIST DENTAL CLERK

JOB SUMMARY

The Receptionist/Dental Clerk is primarily responsible for front desk operations that support the activities of the dental office (documentation, collections, insurance, eligibility, supplies), administrative support, client scheduling, and client reception.

ESSENTIAL JOB RESPONSIBILITIES

Administrative Duties

• Routes clients to the appropriate service areas within the agency.
• Answers phones, checks and returns voice messages in a timely manner.
• Check-in patients for dental/clinical visits.
• Schedules patient appointments (via telephone and/or in-person) and record in scheduler.

• Performs patient-reminder phone calls for scheduled appointments daily.
• Assists patients in the completion of medical/dental intake documentation.
• Register new patients with appropriate documentation and ensure eligibility criteria for dental services.
• Responds to correspondence via email and faxes in a timely manner.

• Conducts inventory of all office supplies (i.e. charts, toner, paper) and ensures office is fully stocked.
• Monitors the front lobby and always keeps the area clean and safe.
• Ensures patient documentation is fully completed to satisfy data management system requirements.
• Ensures proper documentation (i.e. labs, referrals, valid ID) are in the patient’s records.
• Ensures patients records are fully secured at all times. (HIPPA compliance).
• Notifies management of licenses, policies, procedures and agency’s forms updates and/or renewals.
• Assist with the coordination of oral healthcare services on behalf of the patients.

Fiscal Duties

• Collects co-payments, deductibles and other fees for services in the form of cash, checks and credit card.
• Records daily cash collections on Daily Transaction Log and submits to management.
• Records service deliveries in agency data system (Casewatch, Dentrix – as appropriate).
• Verifies patient insurance carrier including Ryan White prior to each visit for eligibility of services.

• Records patient’s information and service deliveries in agency data systems (i.e., Casewatch, Dentrix, Intergy).

Quality Assurance/Compliance

• Ensures dental clinic (including staff, volunteers) operations fully comply with Agency and HIPAA requirements.
• Reviews patient’s records monthly for quality assurance compliance.
• Ensures that on-line trainings are current as required (i.e., My Learning Point Courses and other trainings).
• Assists supervisor in the training of new staff (peers).

• Participates in agency developmental activities as requested.
• Other duties as assigned.

Safety
Maintains agency guidelines relating to safety, outreach and confidentiality.
Ensures proper hand washing according to Centers for Disease Control and Prevention guidelines.
Makes sure each patient knows which medicines to take when they are at home.
Understands and appropriately acts upon assigned role in Emergency Code System.
Understands and performs assigned role in Agency Continuity of Operations Plan (COOP).

Culture of Service: 3 C’s

Compassion
Greets internal or external customer (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language
Listens to internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring an understanding of the request and providing appropriate options or resolutions

Competency
Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered

Commitment
Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure prompt and effective response is provided

Other Duties
Participates in agency developmental activities as requested.
Other duties as assigned.

JOB SPECIFICATIONS

Education:
High school diploma required.

Training and Experience:
At least one year of related work experience is preferred. Receptionist training is preferred. HIV/AIDS training preferred.

Travel Details:
Own transportation is required.

Job Knowledge and Skills:
Bilingual (English Spanish) is preferred. Computer knowledge should include Microsoft Outlook, Word, and Excel. Excellent problem solving, communication, organizational and teamwork skills are required. Ability to work with multicultural and diverse population is required.

Contact Responsibility:
The responsibility for external and internal contacts is constant and critical.

PHYSICAL REQUIREMENTS
This work requires the following physical and sensory activities: constant sitting, hearing/ visual acuity, talking in person and on the phone. Frequent walking, standing, sitting, and bending. Work is performed in an office and laboratory setting.