Dental Secretary

: Overview: Come join a company that strives for Extraordinary People and Exceptional Performance ! Chenega Government Mission Solutions, LLC, a Chenega Professional Services ' company, is looking for a Dental Secretary in support of Claremore Indian Hospital. The Claremore Indian Hospital (CIH), Indian Health Services (IHS) has a requirement for dental secretary services. The Dental Secretary will provide administrative support to (5) dental officers, (2) dental specialists, (1) dental assistant supervisor, (2) front desk clerks, (13) dental assistants, and (2) dental hygienists. Administrative support includes patient management, personnel management, fiscal management, official communications, travel, and program documentation; and in the area of training and health promotion/disease prevention activities. This position allows the dental team to smoothly function and better serve the intended population. This is a full-time, 8-hour per day, Monday - Friday position. Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee's knowledge, critical thinking, innovative solutions for our clients. Responsibilities:

• The Dental Secretary participates actively in the management of the Dental Program through performance of routine administrative, clerical and secretarial duties. The Dental Secretary is kept fully informed of plans and operations of the program and is delegated responsibility for performing duties on own initiative in described areas of responsibility, thus relieving the Chief of Oral Health services, Deputy Chief and Dental Assistant Supervisor of numerous routine details.
• Receives telephone communications and utilizes knowledge of organization, programs, operation, and procedures to make proper disposition of inquiries.
• Observes the rules of confidentiality in the retention and dissemination of privileged information.
• The Dental Secretary assists the Chief of Oral Health Services, in management of contract dental program by the following action:
  • Processes all contract requests from dental officers/assistants. Interviews patient on a one-on-one personal basis at the work site to determine contract eligibility and patient's third-party insurance liabilities, contacts the contract vendors and their office staff to schedule patient, and solves problems related to authorization and payment for dental services.
  • All necessary claim forms and x-rays are forwarded to the vendors, reviews all pre-authorizations with chief dental officer prior to forwarding to the claim's office.
  • Maintaining a file, which indicates the status of each referral, communicates with claims office, updates, and verifies all data necessary for patient referrals and billing.
  • Reviews all activities regarding contracting with the chief dental officer. Keeps the chief dental officer informed of weekly, monthly, and quarterly obligations, and payments and balances of the Delta Dental Plan of Oklahoma program.
  • Understanding the dental program priorities for services, patient lists, and procedures for authorizing contract dental funds, so correct administrative decisions can be made.
• UFMS - Receives requests for stock issue items, direct issue and equipment from other dental staff and prepares requisitions for purchase. Communications with vendors for correct price quotes and ordering information and with CIH procurement and finance staff to supply requested codes and accounting data. Receives and files copies of all IHS service unit dental purchase orders indicating the spending status of the CIH clinic.
• The Dental Secretary is a federal government credit card holder. A log is kept documenting each purchase made to ensure the monthly purchase threshold is never exceeded. Credit Card purchases must be reconciled each month. Yearly training is a requirement for purchase cardholders. Incumbent must be familiar with the federal government's rules and regulations regarding purchases.
• ITAS - Serves as timekeeper for the CIH dental staff.
• Maintains pathology register and assures follow-up contact with pathology patients identified for recall by the dental officers. Is responsible for complete information on pathology requests prior to mailing.
• Design, organize, and maintain prosthetic laboratory register of patients for all cases (outgoing and incoming) being sent to eligible labs.
• Under direction of the Chief, communicates with other IHS and tribal staff, schools, water plant operators, community officials, news media, and others associated with oral health promotion/disease prevention activities in accomplishing goals of the service unit dental program.
• Receives and distributes bulk dental mail.
• Operates a computerized word processor to maintain documents required in the ongoing operation of the dental program including documents related to quality assurance, contract requests, Joint Commission operations and privileges, safety, infection control, reports, and technical papers. Prior to typing, edit material for spelling, grammatical construction, paragraphing, punctuation, and clarity. Types material in final form and appropriate format unless a draft is requested. Terminology includes a wide variety of medical and technical terms that are particular to the dental department, which may necessitate reference to technical dictionaries, textbooks, and research reports.
• Receives requests from supervisor to obtain material for use in preparing studies, writing correspondence, reviewing actions, programming, and planning, preparing for conferences, and other purposes.
• Keeps supervisor informed either after or prior to taking necessary actions concerning special reports on facilities, supplies, personnel, and other administrative matters.
• Composes correspondence of a routine and non-technical nature based upon oral instructions, brief notes, or information, which is available in the files, and records of the dental clinic. Maintains office files according to a functional file system. Searches and retrieves material when requested.
• Prepares all documents required by the dental staff for training and travel including travel authorizations in Concur E-travel, training authorizations (SF-350), and travel vouchers (also prepared in Concur E-Travel). This includes calculating mileage, room, and per diem allowances. Maintains travel and training files for employees. Makes travel reservations i.e. lodging and transportation, for the Claremore dental staff to attend trainings and meetings.
• Develops an annual list of service unit staff training priorities for distribution to the Area Office and service unit staff. Maintains a commitment record of service unit training funds for (25) dental staff members. Makes administrative arrangements for training at the Claremore Indian Hospital.
• Records and types minutes of the dental staff meetings. Also types correspondence and reports involving medical, dental, technical, and specialized terminology. Notes are often typed in final form without rough draft, reviewed for proper arrangement and grammar, and compiled in final form. Types all intermediate drafts when requested.
• Collaborates with the pediatric clerk and operating room clerk to create appointments for physicals, operations, and follow-up appointments for pediatric patients requiring dental rehabilitation in the operating room.
• Capital HR - Prepares personnel actions (SF-52) such as recruitments and WIGI's.
• IMS - Has access and prepares requisitions for office and dental supplies stocked in house.
• Serves as backup receptionist for the dental clinic when conditions prohibit the regular receptionists from performing his/her duties.
• Must be punctual and reliable. Must display a professional demeanor that is acceptable to patients, visitors, and professional staff. No facial piercing jewelry at work.

Qualifications:

• Bachelor's degree in a business or healthcare discipline preferred
• Minimum of two (2) years management experience, to include financial oversight. Dental, medical, or healthcare management experience is preferred

Knowledge, Skills and Abilities:

• Knowledge of dental insurance and explanation of benefits preferred
• Excellent time management and analytical skills with the ability to quickly resolve issues
• Excellent written and oral communication skills
• Proficient with Microsoft Office products and working with dental software

Teleworking Permitted?: false