Dental Assistant I

Job Title:    Dental Assistant I

Job Code:    DA I

Division:    Operations

Department:    Dental

Salary Level:    Non-Exempt 4

Reports to:    Dental Assistant Supervisor

Last Revised:    July 2024

Primary Function

The employee works under the direction and supervision of the Dental Assistant Supervisor. This position is primarily located at Cherokee Indian Hospital Dental Clinic. There may be some travel required in order to provide services in other locations. Under supervision, the incumbent is responsible for a variety of clinical and administrative duties established by the Dental Assistant Supervisor. On-the-job training will be necessary to learn and practice both clinical and administrative duties within the dental clinic. The primary duties will be to perform all basic dental assistant functions in order to allow the dental team to function as efficiently as possible. This position corresponds to the State of NC Dental Assistant I. (https://www.ncdentalboard.org/dental_assisting.htm) Please see Dental Assistant I: NCAC 16H.0201.

CIH Dental believes that these skills are necessary for the employee to be successful in the Dental Assisting position: 

•    Interpersonal Skills

•    Listening Skills

•    Detail Oriented

•    Dexterity/ Hand Skills

•    Organizational Skills

•    Basic Computer Knowledge

•    Passion for helping patients

Duties will consist of standard chairside dental assisting duties, greeting patients/visitors, patient registration, answering calls, scheduling patient appointments, filing, mail delivery, message delivery, courier service, information retrieval, sending and receiving faxes, use of copier, and to perform other standard office and clinical duties as assigned. Incumbent will actively participate in HP/DP projects as needed. 

Job Description

Administrative Duties

•    Greets patients/visitors, makes necessary notifications, assists as necessary to facilitate contact with appropriate persons, and directs to specified office. 

•    Responsible for scheduling, re-scheduling, and cancelling patient appointments via phone and in person.

•    Make sure patient’s address and phone numbers are most recent. Check patient’s eligibility regarding the care they can receive.

•    Develops and implements consistent office procedures regarding filing, mail delivery, message delivery, courier service, and information retrieval, sending and receiving faxes, use of copier, and all other standard office duties.

•    Proficient in the use of Electronic Health Record (EHR) and RPMS to assist with appointment schedules in the Dental Clinic. Performs various clerical tasks in support of daily operations such as filing, typing, copying, patient registration, making appointment reminder calls, patient check-in, patient check-out, and making follow-up appointments, etc.

•    Maintains a neat and orderly work area. Types clinical notes and other documentation on a daily basis or as deemed necessary.

•    Sends and receives all office copies while distributing them to the appropriate staff.  

•    Performs job duties according to established safety guidelines and CIHA polices.

•    Records telephone messages pertaining to dental care, returns phone calls to patients regarding their care, and if needed, refers all urgent communication to the professional staff for immediate action. Initiates calls as requested by staff. 

•    Requests transportation for patients internally and externally.

•    Assists with the billing process when necessary.

•    Maintains clerical supplies by checking stock and requisitions replacement as appropriate.

•    Performs other duties as assigned.

•    May be necessary to work when Administrative leave is granted if patient care would be compromised.

Clinical Duties

•    Performs basic routine chairside assisting in all areas (General, Pediatrics, Geriatrics, Oral Surgery and Prosthodontics) and accurately records diagnostic information and treatment provided for each patient upon training. 

•    Responsible for day-to-day maintenance of all clinic areas including minor equipment adjustments and cleanliness of clinic areas.

•    Responsible for following CIH Dental Policies for using best infection control practices that keep employees and patients safe and protected while in the dental clinic.

•    Responsible for understanding and practicing the dental clinic regulations around room set up and turnover. 

•    Other duties allowed under State of North Carolina Dental Practices for Dental Assistant I.

Job Knowledge 

This position is considered an entry-level position within the dental clinic, and will require a candidate who is highly motivated and has initiative to learn and practice the skills that will be taught. Typically, it takes at least one year to become proficient in this position. 

•    A good working knowledge of dental terminology in order to accurately record treatment and examination information in patient chart, describe diseases and medical and surgical procedures, as well as standard abbreviations used by the dental staff. 

•    Ability to sterilize dental instruments and keep clinic clean and presentable to patients. 

•    Skill and dexterity in performing all intra oral and extra oral techniques.

•    Knowledge of all routine dental instruments and procedures in order to prepare for and assist in all normal clinical procedures.

•    A practical knowledge of the medical facility’s organization and services, the basic rules and regulations governing visitors and patient treatment, HIPAA, and practical knowledge of standard procedures and medical records.

•    Knowledge of typing and basic computer skills. Familiarity with computerized based appointment scheduling.

•    Knowledge of requisitioning supplies and maintaining clerical supply levels.

•    Must adhere to the procedures, policies, and operational guidelines of CIHA.

•    Must know specified software programs and applications, especially Outlook, Word, Publisher, Power Point, and Excel.

•    Requires the ability to organize work, deal effectively with the public and staff and communicate efficiently, both verbally and in writing.

•    Must be able to work as a team member of the dental group and independently. 

Education/Experience

•    A high school diploma or GED is required.

•    Demonstration of average keyboarding and typing skills is required.

•    Demonstration of position appropriate professional behavior is required.

•    Demonstration of fine motor and dexterity skills is required.

•    A minimum of two years’ experience working in a clerical, administrative, or health related field is preferred.  

•    Previous experience in a dental setting is preferred.

•    Previous experience working with Dentrix Program is preferred.

•    Must possess a valid driver’s license. 

Contact with Others

Interacts frequently with coworkers, hospital staff, patients, and other health professionals for the purpose of exchanging information, obtaining, and/or providing assistance. Tact, courtesy, and professional conduct are required to maintain positive working relationships. Utmost sensitivity and confidentiality are required when dealing with patients and families. Incumbent must possess a desire to be a part of the dental team. 

Confidential Data

The incumbent has access to highly confidential patient medical and personal information. The Privacy Act of 1974 mandates that the incumbent shall maintain complete confidentiality of all administrative, medical and personnel records and all other pertinent information that comes to the individual’s attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse actions.

Responsibility for Accuracy 

A high degree of accuracy in recording diagnostic and treatment information in the dental chart for each patient is required. The incumbent is responsible for accuracy of work performed. The dental clinic coordinator reviews work for accuracy and determines steps to prevent errors from reoccurring. Incumbent performs clinical and administrative procedures pertinent to the Dental Clinic and treatment of the patient. Assemble patient records according to the prescribed format. Interview patients to update demographic and insurance information. Incumbent prioritizes work according to the urgency of the situation and/or medical information received about the patient. Incumbent can perform all clinical and administrative duties during the patient care and treatment process. Completion of duties affects the efficiency with which the hospital provides service and therefore could have an indirect negative effect on patient outcomes. Most administrative and clerical errors would be detected with proofing and review procedures. Failure to properly manage and direct activities could result in ill will for the department, delays in patient treatment, and negative patient and community relations. Ineffective health planning could have adverse effects on the health status of the community by limiting access to necessary resources. Accuracy of data and research is critical in the allocation of CIHA resources. 

Mental/Visual/Physical

Job duties can be mentally/emotionally stressful at times. Ability to effectively deal with stress is necessary. Close mental concentration and attention to detail are required for most duties. Work requires identification of established guidelines related to assigned tasks. Must demonstrate visual acuity, manual dexterity and the ability to speak and hear. Long periods of sitting, walking, standing and bending are necessary. This position requires the individual to possess the ability to differentiate and prioritize many tasks at once. May occasionally move more than 15 pounds. 

Resourcefulness and Initiative 

Performance of many complicated procedures may relieve the dentist of lengthy tasks. Highly developed skill in performing these duties has a significant part on the well-being of patients. Within the scope of established policies and procedures, the assistant is expected to make independent judgements regarding patient care. Work required identification of established guidelines related to assigned tasks. Work also requires identification and consideration of detailed aspects of dental care when performing complex services listed above. The DA I may make minor deviation from set guidelines for application to particular circumstances. Guidelines consist of Privacy Act guidelines, hospital policies and procedures. The supervisor provides specific, detailed guidelines covering all assignments. The employee does not deviate from the guidelines unless authorized. Incumbent works under the administrative supervision of the Dental Clinic Manager, who administers control of the Department’s functional duties and provides specific instructions on new assignments. The incumbent is responsible for initiating and following through on recurring clerical assignments. Work is primarily reviewed in terms of overall quality and efficiency of service provided to patients and staff by the Dental Assistant Supervisor. 

Environment

Must be flexible with working hours. Work is performed in the clinic setting, which is responsible for treating patients with a wide variety of medical problems. Work involves exposure to communicable diseases, radiation and flying debris. Incumbent is required to comply with the Employee Health Program guidelines including current immunization status of identified communicable diseases and safety precautions are sometimes necessary, such as use of personal protective equipment as required by hospital policy.

Supervisory Controls

For time and attendance, leave approval, evaluations and general office duties, the DA I reports directly to the Dental Assistant Supervisor.  However, the dental department is a clinical area and the dentist will provide clinical assignments and indicate in general what is to be done, quality expected limitation and special problems which may be encountered. The DA I provides care in accordance with established instructions and procedures. Problems and deviation that arise are referred to the dentist. All procedures are reviewed periodically for accuracy and adherence to general instructions and guidelines. The dentist will have input on all performance evaluations. 

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.