Job Description

SUMMARY:

Under general supervision of the Clinic Dentist and Operations Manager, oversees all clinical operations in respective clinic. Schedules, leads, and coordinates the day-to-day activities of the dental assistants, ensuring adherence to appropriate federal, state, and local regulations and guidelines, Family Health Services (FHS) policies, and accepted dental assisting protocols and procedures. Coordinates services with other FHS departments and provides direct dental assisting services and patient care as appropriate. Bilingual English/Spanish preferred.

$20.00 - $22.75 DOE.

Employees can earn up to $520 on the quarterly bonus.

38 hours per week.

Requirements

MINIMUM QUALIFICATIONS:

High school diploma or GED and successful completion of a Dental Assistant program from an accredited institution; Expanded Functions Certification and 2 years of experience applicable to the duties listed in the job description.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to communicate effectively, both orally and in writing.
• Ability to prepare routine administrative paperwork.
• Knowledge of Family Health Service policies and procedures involving procurement, travel, and/or employment.
• Skill in the use of personal computers and related software applications.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Organizing and coordinating skills.
• Ability to analyze, develop, establish, and maintain efficient office workflow and administrative processes.
• Ability to gather data, compile information, and prepare reports.
• Knowledge of management principles and practices.
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to analyze and solve problems.
• Ability to foster a cooperative work environment.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

Personnel

• Skilled in dental assisting techniques and protocols
• General understanding of problem resolution (e.g.- Relationships, Attendance, Dress Code, etc…)
• General understanding of policies in Employee Handbook (PTO, LTI, etc…)
• General understanding of HIPAA as it applies to the clinical setting

Day to Day

Practice Management System

• Fully trained in the use of NextGen

Time off Requests

• Process all dental assistant requests for PTO.
• Ensure the requests are reviewed and approved to provide proper staff coverage.

Time Keeping

• Time Keeping Supervisor for dental assistants, hygienists and dentists.
• Maintain time cards for dental assistant, dentist and hygienist staff according to policy.

o Ensure time is correct and updated if needed.

o Ensure that on Monday before the end of a pay period, all dental assistant staff certify their timesheets for accuracy.

o Ensure that by 12:00pm on Monday before the pay period ending, the Time Keeping Supervisor Signoff process is completed.

Evaluations

• Evaluate assistant staff performance according to HR evaluation form by October 1st of each year.
• Review with Clinic Leadership Team and operations manager for approval and further recommendations.
• Review approved evaluation with employee.
• Ensure final evaluation is sent to HR for processing.

Patient Flow

• Ensure that patients are brought to the operatory on time

Patient complaints

• Patient complaints pertaining to back office staff

o Lead Assistant will:

? Document the complaint and resolution and send to operations and/or clinic dentist.

? Address patient complaints directly with employee with a member of the Clinic Leadership Team and/or operations manager

Medical Records

• Ensure appropriate documentation for any patient activity.

Supplies

• Responsible for ordering dental supplies
• Maintains inventory control system so that supplies are properly stocked
• Responsible for coordinating the maintenance of equipment

Buildings

• Back office janitorial- issues with janitorial services is communicated to front office lead
• Ensures that the back office area is safe for patients, free of potential hazards, and clean.

o Biohazard disposal

• Responsible to for the overall organization and cleanliness of the back office

Quality assurance

• Oversees clinical quality assurance along with Clinic Dentist

Finance

• Approves Mileage Reimbursement Requests
• Approves necessary overtime

Staff Meetings

• Leads dental assisting component of staff meetings

Training/Mentoring

• Assistant competency assessment
• Assures back office staff compliance with scope of practice
• Patient education
• Oversees student rotations

IT

• Ensures back office staff are communicating all computer, phone and printer/fax issues to the HELP DESK application: (Email: helpdesk@fhsid.org, link is on the FHS homepage)
• Is available to HELP DESK staff to trouble shoot any issues.

Employee Health

• Works with operations manager to maintain OSHA compliance
• Completes first report of injury

Staffing

• New Hire Training

o Provides clinic orientation to newly hired individual(s)

o Ensures that new hire checklist is completed by new staff

• Recommends changes to staffing plan

Team Expectations

• Works closely and meets regularly with Clinic Leadership team on all areas of management of the clinic
• Communicates with operations manager on provider and clinic issues
• Is knowledgeable of duties and expectations of other clinic leadership team members
• Responsible for dissemination of Family Health Services information
• Provide training for and advocate in behalf of the clinic

OTHER RESPONSIBILITIES:

SAFETY:

Family Health Services enforces a safety culture whereby all employees have the responsibility for continuously developing and maintaining a safe working environment. Each employee is responsible for completing all training requirements, participating in emergency response tasks as requested, and serving on safety committees and teams as requested. In addition, employees must accept the responsibility for maintaining the safety of themselves and others by adhering to all written and verbal instructions, promptly reporting and/or correcting all hazards or unsafe conditions, and providing feedback to supervisors and management on all safety issues.

COMPLIANCE (MEDICARE):

Family Health Services is committed to the very highest standards of ethics and integrity. It is our policy to properly determine the accuracy of reporting and billing our services in accordance with the rules, laws and regulations of FHS, the state government, and the federal government. FHS employees will do their part to ensure accurate documenting and billing practices, participate in compliance trainings and will identify and report any concerns or activities that may violate these standards.

Each employee will be trained on the FHS Medicare Compliance Plan and the Standards of Conduct and asked to sign a Conflict of Interest Statement at hire and annually thereafter. A copy of the Medicare Compliance Plan and the FHS Standards of Conduct are available on the FHS home page under the Compliance tab.

PATIENT CENTERED MEDICAL HOME (PCMH):

Family Health Services is committed to providing our patients with the highest standards of care by becoming recognized as patient centered medical home. FHS staff is expected to participate in this process by being an active and willing PCMH team member. Specific duties and expectations may vary and will be identified by position and site.

PROCEDURE COMPLIANCE:

Employee must read and understand the general and specific operational, safety, and environmental requirements of all plans, procedures, and policies pertaining to this job.

WORKING CONDITIONS:

Work is normally performed in a typical interior/office work environment. No or very limited physical effort required. No or very limited exposure to physical risk.