Venice Dental Clinic Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: 41237576

Position Description History/Status

Approved Date:

5/6/2026 8:00:30 PM

Date Last Edited:

5/6/2026 8:00:28 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

136500 - DENTAL CLINIC-OFF CAMPUS

Position Details

UCPath Position Number:

41237576

Position Description ID

255232

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:

40043936

Reports to Payroll Title:

AMBUL CARE ADMSTN SUPV 2

UCPath Department Head Position Number:

DEAN

Department Head Payroll Title:

40061707

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

Under the general supervision of the Practice Manager/Clinic Administrator, the Administrative Assistant provides comprehensive front office, patient access, and administrative support for a multi provider academic dental and specialty clinic. The incumbent serves as the primary point of contact for patients and referring providers and is responsible for appointment scheduling, patient intake and registration, insurance coordination, cashiering, records management, and operational support, ensuring compliance with UCLA, clinic, and regulatory policies while consistently delivering high-quality patient service.

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 Intake, Appointment Scheduling & Coordination

1. Serve as the primary point of contact for patients via multi-line telephone, in-person interactions, and electronic communications; provide accurate and consistent information regarding clinic services, providers, schedules, policies, insurance participation, and new patient screening protocols.

2. Act as the main scheduler and point of contact for scheduling for all clinic practices, triaging calls, assessing urgency, taking detailed messages, routing inquiries appropriately, and ensuring timely follow up.

3. Schedule, confirm, cancel, and adjust appointments for new and returning patients for general dentistry, specialty services, radiology, CBCT scans, surgeries, follow ups, and emergency visits using electronic scheduling systems (e.g., Axium).

4. Coordinate patient care by aligning provider and student/faculty assignments, patient availability, and clinic resource constraints; assign patients to appropriate faculty, residents, trainees, students, or hygienists as needed.

5. Conduct daily appointment reminder outreach, communicate fee information during confirmation calls, ensure completion of electronic registration, and proactively fill schedule gaps using waitlists or quick call protocols.

6. Maintain accurate and current electronic appointment calendars and promptly communicate provider and faculty schedule changes to patients, providers, and colleagues.

7. Enter and maintain current and accurate patient contact notes to reflect all patient calls, as well as patient, provider, scheduling or account conversations related to patient care.

8. Greet patients, announce arrivals via clinic communication systems, and facilitate efficient check-in and check-out processes.

9. Register new patients, create chart numbers, and collect complete and accurate demographic, insurance, and medical/dental history information; verify and update returning patient information.

10. Verify eligibility and benefits for dental insurance plans, including Medi-Cal Dental; coordinate and ensure receipt of required third party payer documentation prior to treatment.

11. Distribute and document required compliance materials, including HIPAA Notices of Privacy Practices.

12. Maintain, scan, retrieve, and transmit patient records, images, radiographs, and reports in accordance with HIPAA and UCLA policies; process record requests and communicate with referring providers.

13. Respond to patient inquiries regarding billing status, balances, and insurance processing, and identify opportunities to improve workflow, data accuracy, and patient information processes, proactively communicating recommendations to supervisors.

55%

Cashiering & Financial Transactions

1. Collect, post, and reconcile patient payments in accordance with UCLA, clinic, and federal cashiering policies.

2. Generate patient account histories, statements and superbills upon request.

3. Process payments received in person, by mail, or by phone.

4. Issue refunds and request voided transactions accurately when procedures are not rendered after obtaining required supervisor approvals.

5. Prepare daily deposits and submit required documentation via current online platform.

6. Identify and escalate cashiering discrepancies or control issues as appropriate.

35%

Administrative & Operational Support

1. Maintain a clean, organized, and professional reception and office area.

2. Screen, sort, distribute, and process mail, email, fax, and courier materials.

3. Prepare correspondence, reports, labels, templates, and office forms.

4. Perform data entry, scanning, copying, and filing in support of clinic operations.

5. Participate in special projects as assigned.

6. Follow established procedures during medical or clinic emergencies.

7. Refer unresolved patient complaints or complex issues to Practice Manager or Clinic Administrator.

8. Cross-train in core administrative and front office functions, and provide coverage for co-workers during absences or as assigned by supervisor to ensure continuity of clinic operations.

10%

•

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 in a dental front‑office setting, including receptionist, cashiering, and administrative functions.

Required

Bilingual (Spanish/English) language ability required, with strong verbal communication skills to clearly explain clinic policies and procedures to patients.

Required

Demonstrated ability to work independently in a high‑volume environment, managing constant telephone interruptions and frequent distractions while maintaining accuracy and professionalism.

Required

Excellent organizational and time‑management skills, with the ability to prioritize workload and meet competing demands.

Required

Proficient typing skills with speed and accuracy, and the ability to use computerized information management and scheduling systems.

Required

Strong computer skills, including experience with Microsoft Office Suite (Word, Excel, Outlook).

Required

Cash handling experience, including accurately counting money, issuing change, and reconciling daily receipts.

Required

Ability to communicate diplomatically and effectively with patients, students, faculty, staff, and residents, demonstrating discretion and professionalism.

Required

Commitment to customer service excellence, with a patient‑centered and service‑oriented approach.

Required

Ability to function effectively as part of a team while contributing positively to a collaborative work environment.

Required

Ability to work occasional weekends and/or night clinics as requested in advance.

Required

Knowledge of dental terminology and clinical workflows.

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.

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:

Other University Setting(s)

Location:

Venice Dental Clinic

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.