What are the responsibilities and job description for the Director of Dental Operations position at FAMILY HEALTH CARE CENTER OF KALAMAZOO?
POSITION SUMMARY:
The Director of Dental Operations is responsible for the overall dental operations of Family Health Center locations, including supervision of all non-clinical dental staff and all departments, along with the daily administrative operations of the Dental Department. In addition, this role is responsible for supervising all dental and operations support staff assigned to all dental clinic locations. Clinical support and provider staff will have a matrix reporting responsibility to the Chief Operating Officer. The director of Dental Operations will serve as the primary communication link between on-site managers and other departments throughout the organization, along with maintaining responsibility for creating and achieving business practices and organizational goals. This includes but is not limited to, the short and long-term management of individuals and departments located within all dental clinic sites (e.g., Alcott/Burdick clinics (present clinic sites), Patient Registration, Mobile Dental Unit, Sterilization Technicians, Clinical Support, etc.). Assists the Chief Operating Officer, Chief Dental Officer, and Chief Medical Officer with planning for program needs, meeting grant requirements, development, and orientation to the clinical setting. The Director of Dental Operations plays a pivotal role in overseeing the dental operations at Family Health Center locations. This position entails guiding all non-clinical dental staff and departments while also managing the daily administrative tasks of the Dental Department.
The Director is tasked with supervising dental and operational support staff across all clinic locations, fostering a collaborative environment. Although clinical support and provider staff will have primary reporting lines to the Director of Operations, Chief Dental Officer, or Chief Medical Officer based on their respective duties, the Director of Dental Operations will serve as a key communication conduit between on-site managers and various departments throughout the organization.
Furthermore, the Director is committed to establishing and achieving effective business practices and organizational objectives. This includes both the short-term and long-term management of personnel and departments within all dental clinic sites, such as the Alcott and Burdick clinics, Patient Registration, Mobile Dental Unit, Sterilization Technicians, and Clinical Support.
DUTIES AND RESPONSIBILITIES:
- Has primary oversight of all dental staff who are not providing direct clinical care to the patient, including the Dental Manager, Clinical Patient Care Coordinator, and all staff with non-clinical duties.
- Responsible for overseeing the scheduling of all dental providers, including building and maintaining individual schedules according to the clinic's needs.
- Oversees patient issues, including patient discharge, future scheduling, and provider schedule changes.
- Develops and submits budget estimates for the Dental Department.
- Develops, interprets, and implements cost-effective policies, objectives, and operational procedures for business and dental staff.
- Assists with the development of strategic plans and operations/business plans, including marketing strategies, to increase clinic utilization.
- Responsible for OSHA training for the entire staff.
- OSHA standards for the Dental Department to be updated and maintained.
- Responsible for daily, and weekly staffing for dental & dental support teams.
- Responsible for payroll approval and performance evaluations for staff.
- Serves as an integral member of the team responsible for audits/reviews. Responsible for ensuring compliance with all applicable regulatory standards (PCER, HRSA, OSHA, ADA, etc.).
- Ensures that departmental policies are up-to-date and by State/Federal regulations.
- Recommends changes in administrative policies to carry out the center's objectives more effectively.
- Responsible for continuous updates of policies and procedures. Writes protocols as needed.
- Orientation for new management staff at all dental clinic sites and oversight for orientation of all non-clinical site staff assigned to the Dental Director.
- Responsible for daily onsite lab operations and CLIA certifications.
- Ensures that approved protocols including control testing are followed.
- In conjunction with the procurement specialist, maintains up-to-date information on inventory, equipment, equipment maintenance, service contacts, etc.
- Responsible for completing all assigned employee evaluations for 30/60/90-day, mid-year, and annual staff evaluations.
- Participates in the Quality Assurance Committee and completes monthly reports for the Committee as required.
- Plans and executes staff development and education – In services, and CEUs, including developing competency evaluations.
- Responsible for monthly staff and provider meetings.
- Serves on assigned committees as assigned.
- Other duties as assigned.
COMPETENCIES:
Collaborative
- Understands and assesses how the Family Health Center provides dental care and dental/health management for patients of all ages. Coordinates Dental Assistant and Clerical Staff functions to ensure smooth flow of operations.
- Provides an evaluation tool to assess the patient’s oral health status, including a health history review, an oral examination, and radiographs. Working with the Chief Dental Officer, monitors treatment based on accepted dental standards and protocols, including chart audits. Implements Patient Satisfaction Program, which includes collection, analysis of data reporting, and CQI.
- Consult with dentists and request referrals when appropriate.
- Collaborates with physicians, nurses, dentists, or other staff for comprehensive interdisciplinary management of care or referral. Such collaboration includes initiating dental and healthcare team conferences.
- Assumes leadership and patient advocacy roles for coordinating and communicating patient problems and needs to appropriate oral health care team members.
- Offers training and educational materials to individuals, families, or groups on oral health preservation, promotion, and maintenance.
- Participates in the promotion in educational settings for establishing and maintaining good oral health. This includes community outreach with and without the mobile dental unit.
- Participates in quality improvement activities, including developing standards of care and protocols.
Solid Character
- Balances team and individual responsibilities while assessing own strengths and weaknesses
- Exhibits objectivity and openness to others’ views
- Welcomes feedback, builds positive team spirit, supports all team members
- Develop alternative solutions, support, and share expertise with other team members while building positive morale
- Demonstrates competency in company policies and treats people with respect and dignity.
- Works ethically and with integrity, upholds organizational values
- Keeps commitments, shows respect and sensitivity for cultural differences
- Educates others on the value of diversity and promotes a positive work environment where all feel free to contribute
Organizational Support
- Completes administrative tasks correctly and on time and develops strategies to achieve organizational goals and values
- Supports affirmative action and respects diversity, understands the organization’s strengths and weaknesses, analyzes market and competition, and identifies external threats and opportunities while adapting strategy to changing conditions
- Prioritizes and plans work activities while understanding the business implications of decisions
- Demonstrates accuracy and thoroughness within the approved budget and displays original thinking and creativity
- Displays knowledge of market and competition that aligns with strategic goals
- Meets challenges with resourcefulness, generates suggestions for improving work, develops innovative approaches and ideas
Leadership
- Displays passion and optimism while exhibiting confidence in self and others
- Inspires respect and trust while motivating others to perform well and influencing the actions and opinions of others
- Coordinates projects, develops workable implementation plans, includes staff in planning, decision-making, and process improvement
- Communicates and completes changes and progress of projects in coordination with the Chief Dental Officer and Chief Operations Officer on time and budget while managing project team activities to overcome resistance
- Makes self-available to staff and provides regular performance feedback
- Develops individual team member skills and encourages growth
- Regular and prompt attendance at work and leads by example.
Safety and Security
Promotes safety precautions and security measures to ensure the safety of both staff and patients
Adheres to data security guidelines, including appropriate use of EDR/EMR systems and IT resources
TYPICAL WORKING CONDITIONS:
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Mental Fatigue: Work that produces levels of mental/visual fatigue, typical of jobs that perform a wide variety of duties with frequent and significant uncontrollable deadlines.
The noise level in the work environment is usually quiet to moderate. An active dental clinic may produce noise from patients, motors, suction, forced air, etc.
TYPICAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this position, the employee is regularly required to walk the facility consistently and ensure they have the pulse of all issues that may occur and are prepared to resolve issues quickly. The position also requires the ability to talk and hear as required. The employee is frequently required to sit working at a desk on a PC. The employee must regularly stand, stoop, bend, sit, reach with hands and arms, or stoop. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations are considered to enable individuals with disabilities to perform the essential functions.
- Demonstrated ability to work with and lead a variety of people.
- Demonstrated independent decision-making ability and ability to work with customers from a diversity of backgrounds and in challenging situations.
- Required to have excellent personal computer skills
- Possess diplomatic skills
EDUCATION/EXPERIENCE/CERTIFICATIONS/LICENSES:
- Bachelor’s degree required.
- Master's degree is strongly preferred.
- Five more years of education and dental experience with supervision in oral health care.
- Experienced dental office manager, dental assistant, or dental provider, with two to three years in operations.
- Ability to read, interpret, and analyze data from various computer systems Requires a skill level that encompasses all aspects of practice management.
- Knowledge of computerized systems, including word-processing, spreadsheets, and oral healthcare-based systems (i.e., Dentrix, Dexis, EagleSoft, practice management systems, etc.).
- Requires skill in root cause analysis, knowledge of credentialing, dental insurance, specifically experience in winning Medicaid coverage, and chairside experience.
Family Health Center has the right to modify the duties and functions of the job description based on the organization's needs.
