General Clinic Billing Assistant

BLANK AST 3 (004722)

UCPath Position ID: 40107804

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1112659

Approved Date:

9/8/2026 10:09:15 AM

Date Last Edited:

9/8/2026 10:09:12 AM

Last Action Effective Date:

7/1/2015

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:

40107804

Position Description ID

166007

UC Payroll Title:

BLANK AST 3 (004722)

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:

40105115

Reports to Payroll Title:

PAT BILL AND COLL SUPV 1

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The UCLA School of Dentistry is seeking a detail-oriented individual to serve as a Biller within its Student and Resident Dental Clinic. This position is responsible for two primary functions within the General Clinic.

The first function is Billing and Insurance Management, which includes processing dental insurance claims, auditing patient accounts, re-submitting claims that were denied in error or processed incorrectly, and identifying overpayments made by patients or insurance carriers. The incumbent ensures that any overpayments are promptly brought to the attention of the Business Services Supervisor and Dental Center Director to facilitate timely reimbursement.

The second function is Administrative Support Services. In this capacity, the incumbent monitors, verifies, and authorizes laboratory work requests submitted by students for their patients, ensuring compliance with established clinic procedures and approval requirements.

BILLING & INSURANCE MANAGEMENT

1. Responsible for billing of all dental claims to all insurance companies for approximately 300 student and resident dentists.

2. As part of billing process, gather and document appropriate patient treatment notes and radiographs in order to submit claims by paper or electronic as appropriate and ensure that the claim is processed appropriately by the insurance company.

3. Audit patient accounts for which there are explanation of benefits on a daily basis to determine if the claims have been processed and paid correctly by the insurance company.

4. For claims that have been processed incorrectly or denied in error, review original submission and correct and supplement information as appropriate for re-processing by the insurance companies.

5. For patient accounts that have been overpaid by the insurance companies or the patients, prepare support documentation for refund approval by Business Services Supervisor and Dental Center Director (in accordance with University processes).

6. As necessary/appropriate, communicate directly with insurance companies and/or patients regarding outstanding claims and/or insurance benefits. Routinely monitor and follow up on insurance companies' accounts receivable.

7. In the event that the authorized amount is less than expected due to a contractual allowance, prepare support documentation for the Business Services Supervisor so that the appropriate adjustment to the patient's account can be processed in accordance with University and contractual obligations.

8. For unique situations (and/or by patient request) submit pre-authorization requests to the insurance companies for various procedures.

9. Review computer information management data on a monthly basis to ensure that the most updated information regarding insurance benefits is in the database used for billing and accounts receivable management.

10. Make adjustments to patient accounts for write offs, fee reductions and credit adjustments in accordance with Clinic and University policies and procedures.

11. In spite of division of work between billers, expected to be able to bill and field questions regarding all accepted programs.

12. Answer phones, respond to billing inquiries or direct calls as appropriate.

13. Maintain files on billing and collection efforts and necessary documentation at Venice Dental Center.

75%

OTHER ADMINISTRATIVE DUTIES

1. Monitor, verify and issue administrative authorization to students to have lab work generated after ensuring that the students' patients have sufficient funds available (credit balance) to pay for the required dental lab work (crowns, bridges, removable appliances, etc.).

2. Serve as the primary contact in the student dental clinic for student, staff, faculty and patient inquiries regarding insurance coverage, benefits and claims.

3. As assigned, throughout the year, gather information on patients eligible for Ryan White funding designation. Enter data into ACCESS database, enter patient information relating to discharges, transfers and reactivation. Ensure that all clinics have sufficient forms; reorder and stock as needed. Compile data for Ryan White Annual Submission.

4. As new/updated patient information is presented, ensure that the patient information management system is appropriately updated.

5. Serve as backup/relief support for all office billing functions even those which may not be the primary assignment.

6. When supervisor determines that an account is uncollectible, prepare account for submission to collection agency. Actively monitor and record progress of each account that has been submitted to collection agency.

7. Other duties as may be assigned by Business Services Supervisor or Dental Center Director from time to time including providing coverage at offsite community clinic.

25%

•

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

Bachelor's Degree

Preferred

Ability to process and manage dental insurance claims for general dentistry and specialty services, including claim submission, follow-up, re-billing, and resolution of denied or incorrectly processed claims.

Required

Ability to audit patient accounts and insurance payments to ensure claims are paid accurately and timely, identify outstanding balances, and verify account reconciliations.

Required

Demonstrated data entry and recordkeeping skills with attention to detail and accuracy when entering patient information, insurance information, payments, and other financial data.

Required

Mathematical and analytical skills to perform calculations, reconcile accounts, verify payments, and identify billing discrepancies.

Required

Proficiency in operating standard office equipment and computer systems, including billing software, PC applications, calculators, and photocopiers.

Required

Strong problem-solving skills to investigate and resolve claim issues, account discrepancies, patient concerns, and operational challenges.

Required

Ability to review and present patient treatment plans, ensuring accuracy, completeness, and necessary corrections prior to patient presentation.

Required

Excellent interpersonal and communication skills, including the ability to communicate effectively with patients, faculty, students, and staff using professionalism, diplomacy, and tact.

Required

Ability to prioritize, organize, and manage multiple responsibilities while adapting to interruptions, changing priorities, and deadlines in a high-volume, fast-paced environment.

Required

Knowledge of confidentiality requirements and professional standards, with the ability to safeguard sensitive patient, employee, and institutional information.

Required

Demonstrated commitment to customer service, teamwork, and dependable attendance, maintaining positive working relationships and providing responsive support to patients and colleagues.

Required

Knowledge of dental terminology and procedures.

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.

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.