Position: Administrative Organizer - Office Coordinator
Norton Denture Care Center Inc. is committed to providing a comprehensive range of oral prosthetics of the highest quality to all its patients. We strive to educate all our patients who receive treatment at our clinic. Our goal is to deliver excellent service in a friendly and welcoming environment to each and every patient who comes through our doors.
Critical Position Results:
Denturist is never delayed or ill-prepared or uninformed.
Denturist is never taken by surprise.
Maintain company standards for professional public and patient communications through all channels.
Effective, synergistic, caring, and error-free patient experience and journey.
All softwares, drives, and directories are live, current and functioning accurately at all times.
Position KPIs:
% Pre-Consults Conducted
Conversion Rates (Inquiries to Bookings)
% Re-Care Calls Made
Accounts Receivable, Pre-Auths + Claims (Age and Amount)
% Dentist Follow Up Calls Made
Retail Sales $ Volume
Denturist % Billable Time
Summary
The Administrative Organizer reports to the Denturist. They are responsible for the smooth operation of the reception area and coordination of all aspects of the clinic; building and maintenance, reception, clinical laboratory, etc.
The Administrative Organizer will be responsible for: booking appointments, answering phones, collecting payments, confirming insurance coverage, re-care management, maintaining and balancing cash records, receiving and providing information to patients and the public and providing secretarial support to the dental clinic, and ensuring that duties of the reception staff are being completed.
Responsibilities
You will be responsible and held accountable for:
Patient Administration
Answers incoming calls, fills the schedule for clinical providers ensuring time is granted for both lab work/treatment planning, takes and relays messages, gives information about referrals and books appointments for referrals as needed.
Creates proper documentation, adding a signature to interactions with patients to facilitate proper follow up among staff and always signs their name after any notes.
Ensures the patients receive the recommended and approved dental care and personal attention in a timely professional manner.
Schedules appointments, and follow up appointments in accordance with the denture clinics reception manual. Fill cancellations and no show openings.
Call patients to confirm the apts.two weeks out and 48 hours in advance, always ensuring full confirmations on the following day’s appointments - if no confirmation, or a cancellation -practitioners must be advised.
Advise patients if and when account balances need to be settled/company protocol half down when starting the remainder the apt before the finish.
Ensure that all appropriate forms are completed prior to client receiving treatment, scans and attaches forms to electronic dental charts.
Manages and maintains the recall system, including ensuring pending appointments are confirmed, recalling dormant accounts, and completing chart audit files on all clients.
Maintains and keeps current all dental records and the dental filing system in a prescribed manner and in accordance
Enter all payments, patients and their respective insurance companies.
Ensure and oversee successful fulfillment/implementation of the entire patient journey.
Update patient information such as address, phone numbers and email address, records ‘no shows’.
Ensure and protect patient confidentiality by keeping information and dental records secure at all times.
Inputs insurance information and educates patients on the next steps with regards to their insurance and financial requirements.
Receive payments for treatment services; records and balances cash and receipts daily for daily report. Generate daily, weekly, reports as well as for month end reconciliation.
Determines and confirms insurance coverage, checks coverage for the next day operation including pre authorizations, explains costs and insurability to patients and handles all billing.
Requests signed insurance forms.
Ensure and protect patient confidentiality by keeping information and dental records secure at all times.
General Administration
Manage shipments in and out of office.
Manage accounts payable.
Manage accounts receivable
Install printers, perform updates for computers and all technology within the clinic, as well as introduce new technology and media to the clinic.
Restocking operatories and managing clinic inventory.
Communicate with necessary contractors and the City of Cold Lake to ensure clinic maintenance is up to date.
Deliver Prosthetics or models to corresponding Dental offices.
Performs clerical and typing duties, provides secretarial support to the Denturist and team, including faxing, referrals, correspondence and minutes.
Gathers, sorts and processes mail for the clinic.
Perform other related duties as assigned by the Denturist and fellow coworkers.
Scheduling Denturist for non patient related meetings, travel and meetings
Facility
The reception area is kept in real time with clinic protocols and standards.
Disinfection and set up of operatories, lab space, common areas in real time with published standards and policies.
In charge of ensuring all team members understand and abide by all facility protocols, including alarms, enter and exit strategies, emergency strategies, maintenance expectations for snow removal building and parking maintenance.
Team
Communicate with the Denturist and Lab team to ensure optimum workflow.
Critical expectations for success and role enjoyment
Must enjoy and thrive in advanced problem solving situations
Stress and happiness is NOT tied to workload/busy-ness.
Must have confidence in and rely on process and protocols (above the point, enjoys thinking)
Must enjoy and thrive in change and embrace ‘triage’ environment
Nobody takes care of Norton Denture Care, the team takes care of the team.
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Contribution to team and centre activities
Participate actively as required in all team gatherings.
Ensure daily huddles and all team meetings are carried out according to expected cadence and agenda
· Participates in the overall activities of the health centre, e.g. in service training, committees, special events and shared staff responsibilities.
· Communicates clearly, listens accurately, is open to feedback, handles conflict appropriately, and displays sensitivity to others.
· Collaborates well with others, promotes cooperation and teamwork.
· Maintain the reputation and confidentiality of the health centre and its clients at all times.
· Adhere to all applicable College of Denturist and AHS policies and procedures.
Qualifications
· Experience in a dental office would be considered an asset.
· Comfortable proficient with dental software programs, all Microsoft Office Applications and Google Workplace.
· Media and technology inclined.
· Ability to establish and maintain effective working relationships with diverse individuals and groups.
· Ability to function and work cooperatively as a member of an interdisciplinary team.
· Excellent communication (oral and written) and interpersonal skills and the ability to switch task in a fast paced environment.
· Ability to work independently and collaborate effectively in a team environment.
Ability to leverage owner and clinic
Must embrace and be an ambassador of the clinic policies and procedures ensuring safety to all that enter the clinic.
Please scan the QR code or copy the following link and paste it into your browser to access our application form: https://forms.gle/FnJ2FN46S6PXVefs5
This must be filled out, or else you will not be considered for the position. Please note that only those applicants who are successful will be contacted. Please do not call the clinic.
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Job Type: Full-time
Pay: $20.00-$34.00 per hour
Expected hours: 32 – 40 per week
Schedule:
Day shift
Monday to Friday
No weekends
Language:
English (required)
Work Location: In person