Oral Health Administrative Assistant

Job Description

Job Description

SCHS is a full-service, non-profit healthcare clinic serving the needs of the South Minneapolis community. Come make a difference in the lives of people every day while helping us achieve our mission: To improve the health of our patients and communities by delivering exceptional care, removing barriers, and promoting healthy lifestyles.

ROLE: The Oral Health Administrative Assistant coordinates patient records, manages referral queues, and schedules oral health care appointments while ensuring confidentiality and timely processing of information. This role also provides general administrative support, including assisting with patient inquiries, maintaining department supplies, and backing up other staff when needed.

JOB DUTIES:

Oral Health Care Records

• Coordinate and optimize oral health care record flow—manage and file patient records for appointments, case management, laboratory/x-ray results.
• Coordinate with Patient Care Representative (PCR) regarding patient charts as needed for visits including urgent and walk-in appointments.
• Assure patient correspondence turnaround is 48 hours or less; disperse/ follow up on documents and other pertinent records in charts for review by provider.
• Prepare patient records and forward to requesting party after receiving appropriate consent to release protected health information.
• Maintain files and records in a confidential manner complying with HIPAA regulations.
• Manage the incoming faxes – scan, upload, and/or disperse records received to patient charts as needed
• Document filing, scanning, and creation of patient record letters.

Oral Health Referrals

• Ensure that internal/external referrals are completed and managed per SCHS Policy.
• Assist patients with scheduling appointments including problem solving potential issues related to the health care system for internal and external referrals.
• Maintain ongoing tracking and appropriate documentation on referrals to ensure quality of patient care and outcomes; follow up with providers and/or patients as needed.
• Maintain Referral specialist contact information up to date including but not limited to scheduling timelines, coverage acceptance, and contact methods in our Electronic Health Record (EHR) system.
• Maintain and keep continuous communication with referral partnerships.

Patient Scheduling Requests

• Manage calls effectively and efficiently; assure patient flow is moving at required pace. Able to identify patient needs to ensure appropriate scheduling of appointments.
• Schedule oral health/vision appointments.
• Collect all required patient demographic information during scheduling.
• Determine if patient has existing insurance coverage; discuss payment options and schedule appointment with patient advocate, if necessary.
• Help patients resolve balances or set up payment plans when appropriate.
• Send mConsent form links for patients missing consent forms after scheduling an appointment.
• Answer voicemails, emails, in-basket messages, Epic bubbles, and/or other requests from patients and/or healthcare providers to schedule appointments.

General Administrative Tasks

• Act as back up for Treatment Plan Coordinators when they are out of office.
• Act as back up for Patient Care Representative when they are out of office
• Attend and participate in staff meetings and committees as requested.

• Assist in care and maintenance of department equipment and supplies. Including maintenance of signature pads, scanners, online scanning systems, etc.
• Assist with other duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Works well both independently and as part of a team.
• Exceptional communication skills. Provides excellent customer service.
• Flexibility--nimble in response to an evolving workload.
• Ability to exhibit good rapport with clients of varying ethnic backgrounds and socio-economic status.
• Excellent time management and organizational skills.
• Attention to detail.
• Commitment to the SCHS mission and staff values.
• Problem-solving with a focus on optimization
• Continuous improvement mindset
• Feedback-driven approach

MINIMUM QUALIFICATIONS:

• High school diploma or GED.
• Scheduling Experience
• Experience with Dental Electronic Records System, preferably Epic
• General knowledge of computer programs and applications.
• Bilingual (English/Spanish or Somali) preferred.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

This position operates in a professional oral health clinic environment. The role routinely uses standard office equipment.

Physical demands include:

• Maintain a stationary position for extended periods while performing essential job duties.
• Movement throughout the clinic, including moving between different areas to perform essential duties.
• Position oneself to retrieve items or perform certain tasks such as setting up or checking equipment.
• Must be able to operate typical office equipment such as computers, fax machines, copiers, and telephones.
• Requires effective verbal and written communication skills to interact with team members, clients, or patients and to complete necessary documentation.
• Move items within the clinic (e.g., oral health records) weighing up to 10 lbs. short distances.

Reasonable accommodation can be made for qualified individuals with disabilities to enable them to perform the essential functions of the role.