Dental Operations Department Administrator

Job Description

Job Title: Dental Operations Department Administrator

FLSA: Salaried “Exempt”

Department: Dental

Representation: Non-represented

Reports to: Dental Director

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary

The Dental Operations Department Administrator (DODA) oversees the operations of the dental department, including the mobile dental clinic. The DODA also supervises the School-Based Dental Manager, Dental Operations Managers, the Dental Access and Outreach Coordinator, the Dental Navigator, and the Front Office Supervisor. This position is responsible for overseeing the integration and standardization of dental services for all sites. In partnership with the dental operations managers, they create standardized procedures to be used in all clinics, and tracks productivity and key performance indicators. The DODA is a super-user for electronic dental records, trains managers, the front office supervisor, and monitors workflows. This position ensures department and site adherence to OSHA standards and VGMHC safety protocols. The DODA is encouraged to work closely with other service lines to enhance operations and patient access across the organization.

Essential Duties And Responsibilities

• Act as an advocate for the Dental team; address issues, questions, and provide general support.
• Coordinate and participate in the creation of standard work and join and participate in other committees as needed.
• Work closely with support departments such as Data Analysis, IT, EHR, Billing, Budget, Human Resources, and Facilities to ensure proper support is provided for dental operations.
• Oversee, train, coach, and supervise the dental operations team, including completion of performance evaluations.
• Provide clinic management support as needed during extended and unscheduled leaves.
• Responsible for planning, designing, and developing visual management tools to track the department’s productivity and financial performance.
• Participate in collaborative meetings, internal and external, related to quality metrics.
• Coach and guide clinic managers on the implementation of process improvement plans to ensure continuous success in meeting productivity and quality metrics targets.
• Responsible for monitoring the accuracy of claim submission and, through process improvement, minimizing losses caused by denied claims and erroneous billing.
• Create and manage a float pool for providers and support staff.
• Create and oversee standardized systems and protocols to manage sterilization, monitoring of autoclaves and maintenance of equipment.
• Oversee the maintenance and testing of water lines across dental clinics and ensure the clinics’ adherence to OSHA standards related to water lines in dental settings.
• Produce regular reports as required from dental plan partners.
• Design and produce productivity reports and present updates to the Senior Leadership Council on the department’s monthly performance through the quarterly rounding meeting.
• Collaborate with DA and DH Trainer around dental assistant onboarding orientation and training with providers and managers.
• Create or update standard work procedures for dental managers and create associated workflows.
• Support the front office supervisor with the development of training materials for front office receptionists.
• Support Updates to standard work for Dental Assistants and create standardized workflows.
• Support Updates to standard work for Dental Care Coordinators, Dental Access and Outreach Coordinator, Dental Navigator, Front Office Supervisors, and create associated workflows.
• Develop, update, and maintain procedures and workflows for handling specialty referrals and preauthorization requests.
• Plan, coordinate, and facilitate regular meetings for the dental management team (operations), and other support positions (receptionists and dental assistants) as needed.
• Update and maintain scheduling guidelines with input from clinical leaders, managers and staff.
• Update SharePoint dental site regularly with necessary information for all dental staff.
• Update relevant operational policies and procedures when indicated.
• Participate in interview committees for hiring Dental Operation Managers and other staff.
• Meet with managers on a regular basis to review outstanding issues in each clinic.
• Consult, refer and collaborate with other disciplines involved in the delivery of patient care.
• Assist the Dental Director and Associate Dental Director with other responsibilities as needed.
• Work with Talent Team to recruit, interview and hire dental managers, providers, and support staff for vacant positions.
• Oversee all OSHA activities, including policy development, infection control, training, and record keeping.
• Work closely with the Outreach department, and other community partners, on the coordination and implementation of plans to provide dental care at camps, and other underserved communities in the area through the mobile dental clinic.
• Work with Dental Director and/or QA Manager to ensure proper handling of incidents/accidents using incident reports.
• Communicate pertinent information to Dental Operation Managers.
• Perform other duties as assigned.
• Handle protected health information in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
  
  

HIPAA Requirements

The Dental Program Manager has access to PHI in order to create and maintain an accurate and up to date medical record, applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include: all sections of the dental and medical record, patient demographic information in the practice management system, and incoming records, reports, results, consultations, etc. The Dental Program Manager is required to read the content of these records only to the extent needed to accomplish the assigned task (e.g. filing or disclosure).

Knowledge, Skills And Abilities Required

• Advanced knowledge of the Oregon Health Plan, and Commercial Dental insurance, including coverage, and benefits’ frequency limitations preferred.
• Advanced knowledge of Epic and the EDR, including thorough understanding of Epic scheduling and billing preferred.
• Advanced knowledge of billing, scheduling and general operations.
• Ability to utilize analytical skills and tools for evaluating process performance, and to make recommendations for performance improvement.
• Knowledge of dental terminology, procedures, techniques, and instruments.
• Knowledge of dental record keeping, dental charting, and documentation standards.
• Knowledge of OSHA Bloodborne Pathogens Standards and adherence to safety rules and standards.
• Understanding of patient triage, chair side assisting, sterilization, coronal polishing, placing sealants and dental equipment and materials.
• Knowledge of process improvement methodologies, including Lean and/or Six Sigma.
• Proficiency in Project Management, and the ability to oversee/manage multiple projects.
• Ability to work effectively with dentists, co-workers, and patients.
• Cultural sensitivity and ability to relate to people of diverse racial, educational, and socio-economic backgrounds.
• Bilingual/bicultural proficiency preferred (Spanish/English spoken and written).
• Ability to work with patients who have limited knowledge or proper oral hygiene.
• Willingness to work with interpreters and non-English speaking patients.
• Commitment and alignment to Virginia Garcia’s mission, vision, and values.
• Demonstrated ability to work effectively in a team environment.
• Excellent customer service skills.
• High degree of confidentiality, integrity, and professionalism.
• Ability to multi-task and set priorities in an ever-changing environment while maintaining a calm, professional demeanor.
• Good organizational and time management skills
• Demonstrated initiative and judgment in problem solving.
• Demonstrated problem solving skills in a complex environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft office suite (Word, Excel, PowerPoint, Outlook, Visio) and Business Intelligence software.
• Valid driver’s license, reliable transportation, safe driving record and insurance coverage required.
  
  

Education And Experience Required

• Bachelor’s degree or equivalent experience required. Master’s degree preferred.
• Radiology Certificate preferred.
• Minimum three years management and supervisory experience in dental field.
• Experience in community health center/university setting or broad multi-setting experience required.
• Current BLS/CPR/AED certification for healthcare provider (ACLS preferred).
  
  

Behavioral Competencies

Accountability

• Role model VG’s mission, vision, and shared values
  
  

Customer-Focus

• Listen to the voice of the customer and strive to delight them by exceeding their expectations
  
  

Teamwork

• If someone needs help, help them
  
  

Initiative

• Be innovative, apply fresh ideas, and continuously improve how you do your work
  
  

Confidentiality

• Maintain strict confidentiality and respect the privacy of others
  
  

Ethical

• Demonstrate integrity, honesty, and stewardship in all encounters at work
  
  

Respect

• Demonstrate consideration and appreciation for co-workers and patients
  
  

Communication

• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others
  
  

Physical Requirements

Percentage of time spent:

• Standing: 40%
• Walking: 10%
• Sitting: 40%
• Reaching/stooping/bending: 10%
• Must be able to lift/carry up to 40 lbs.
• Computer usage: up to 80%
• Travel: up to 10%
  
  

Working Environment/Physical Hazards

• Work in a well-lighted, ventilated environment
• Potential exposure to blood borne pathogens and hazardous chemicals
  
  

Equipment Used

Office Equipment

• Computer – data entry and word processing
• Telephone, fax, copier, scanner
  
  

Dental Equipment

• Autoclave
• Ultrasonic
• Digital X-ray equipment
• Oxygen and Nitrogen gas tanks
• Pulse oximeter
• Routine dental equipment
• Stethoscope, blood pressure cuff
• Surgical/Procedural instruments
  
  

Immunization

Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.