Radiology-Clinical Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: 41234138

Position Description History/Status

Approved Date:

4/22/2026 12:39:07 PM

Date Last Edited:

4/22/2026 12:39:04 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

136000 - DENTAL CLINIC

Position Details

UCPath Position Number:

41234138

Position Description ID

254648

UC Payroll Title:

BLANK AST 2 (004723)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41015515

Reports to Payroll Title:

AMBUL CARE PAT SUPV 1

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The UCLA School of Dentistry seeks an organized, reliable and resourceful person to serve as the Oral Radiology Clinic Administrative Assistant. The incumbent supports the clinic by providing efficient patient relations, appointment scheduling, insurance coordination, and front office administrative support. This role ensures accurate patient registration and records management, verifies insurance eligibility and benefits, and serves as a point of contact for patients by answering phones and assisting walk‑in visitors in accordance with established clinic policies and procedures.

Aspiring to be a community of faculty, staff, students and patients, where a sense of belonging and respect is felt by all, is a culture that’s deeply ingrained into our daily actions. And encouraging an environment of engagement and productive dialogue helps to foster our core values of compassion, tolerance, and mutual respect.

PATIENT RELATIONS AND APPOINTMENT SCHEDULING

1. Follow established standard office policies and procedures related to patient registration, patient records, patient charges and appointment.

2. Schedule appointments for intra-oral and extra-oral radiographs, CBCT Scans and confirm patient appointments.

3. Assign patients to predoctoral dental students and technicians as needed.

4. Maintain updated appointment book for clinic activities.

5. Answer multi-line phone; triage calls and take messages, routing them to correct faculty, students, and staff clinic member.

6. Respond to inquiries regarding clinic services and scheduling.

7. Cancel or adjust patient appointments when necessary.

8. Greet public and patients, provide information and answer questions as needed.

9. Enter all charges directly into Axium computer system.

10. Register all new patients and assign them an account number.

11. Generate patient account histories for patients inquiring about balance.

12. Utilize clinic computer to determine patient account balances or if insurance company has been billed for services provided when patients call to inquire.

50%

TELERADIOLOGY WORKFLOW SUPPORT

1. Access Ambra platform to download reports and patient information.

2. Ensure patient information is accurately reflected in report templates.

3. Distribute reports to residents and faculty for read outs.

4. Assemble reports and upload records for dissemination to referring providers.

5. Communicate with referring offices to facilitate case and report upload.

6. Log in information to appropriate databases.

20%

INSURANCE MANAGEMENT

1. Verify eligibility and benefits with insurance company and inform patient of their responsibility.

2. Bill insurance when procedures have been completed for clinic patients.

3. Calculate insurance adjustments and inform supervisor of write-offs when insurance payment is received.

4. Request authorization for procedures from insurance company.

5. Duplicate radiographs from original as needed.

10%

ADMINISTRATIVE DUTIES

1. Screen incoming telephone calls for the Dental Radiology Practice. Provide requested information, take detailed messages, or redirect inquiries to appropriate person/office.

2. Make report templates for department scans. Coordinate information on prescription forms into Axium. Data entry, photocopy, scanning, fax.

3. Type correspondence, reports, labels, and forms.

4. Update office forms and files. Organize, copy, file, and maintain a wide variety of materials. Properly allocate correspondence and reports.

5. Sort, distribute and process mail through Radiology mailroom, FAX transmittal, the US Post Office, UPS and/or FedEx, and process e-mail appropriately.

6. Update and maintain telephone/address directories.

7. Assist with special projects as assigned.

8. Return any radiographs, photos, and/or slides to requesting doctors by mail.

9. Work occasionally on weekends and during WREB Board Exam. 

10. Communicate with referring dentists in transferring radiology images and reports through phone, fax, mail, and electronic.

10%

CLINICAL DUTIES

1. Restock and replenish work area with materials and supplies.

2. Assist with drop off and pick up of sterilize collimators.

3. Set up and assist in all radiology supportive procedures, assist faculty, and student.

4. Inform Clinic Administrator if supplies need to be ordered from Vendors or Office Max.

5. Assist with periodic inventory and ordering of supplies and equipment.

5%

CASHIER DUTIES

1. Collect payments for services and print out super bill.

2. Enter patient payments by mail into computer system.

3. Refund money and void receipts in correct manner if procedures are not performed.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Experience working in a dental or medical office.

Required

Working knowledge of current dental terminology, materials, equipment and procedures related to dentistry so as to respond to student, patient and faculty requests.

Required

Spanish verbal and written skills to communicate with patients and translate for residents, faculty and staff.

Preferred

Ability to work independently, organize workload, prioritize tasks, follow through on assignments, and perform effectively in a fast‑paced environment with frequent interruptions.

Required

Demonstrate reliability, including punctuality, consistent work schedule, excellent attendance, and adherence to professional business attire standards.

Required

Strong interpersonal skills to interact respectfully and effectively with staff, faculty, students, patients, and other departments, including individuals from diverse cultural backgrounds and patients who are young, elderly, traumatized, or disabled.

Required

Demonstrate professionalism and discretion, including knowledge of HIPAA regulations and the ability to maintain strict confidentiality of sensitive patient, faculty, resident, student, and staff information.

Required

Effective communication skills, including speaking clearly, distinctly, and courteously.

Required

Demonstrate organizational skills to enforce clinic policies by following established procedures and maintaining accurate patient information related to appointments, billing, and reports.

Required

Demonstrate ability to handle multiple demands, fluctuating workloads, and frequent interruptions while maintaining a professional demeanor.

Required

Basic math skills with demonstrated ability to screen patient accounts, process payments, perform cashiering duties, and identify potential billing discrepancies.

Required

Demonstrate knowledge of and experience with dental front office procedures and computerized dental and medical billing systems.

Preferred

Demonstrate knowledge of insurance processing, including dental benefits for oral radiology procedures and claims submission for carriers such as Denti‑Cal, Medi‑Cal, Medicare, and Delta Dental.

Preferred

Spanish verbal skills to communicate effectively with patients and assist with clinic operations as needed.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.