County of Los Angeles Ryan White Program Coordinator

AMBUL CARE ADMSTN SUPV 1 (004172)

UCPath Position ID: 40087464

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109255

Approved Date:

2/28/2025 8:09:42 PM

Date Last Edited:

2/28/2025 8:09:36 PM

Last Action Effective Date:

7/11/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40087464

Position Description ID

165851

UC Payroll Title:

AMBUL CARE ADMSTN SUPV 1 (004172)

Business Title:

County of Los Angeles Ryan White Program Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40043318

Reports to Payroll Title:

PROF OF CLIN-HCOMP

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.

4477

AMBUL CARE ADMSTN CRD 2 CX

2

POSITION SUMMARY

This position reports to the Program Director (Dr. Fariba Younai) of the Human Immunodeficiency Virus (HIV)/Acquired Immune Deficiency Syndrome (AIDS) Oral Health Care (Dental) Services Contracts with the County of Los Angeles (the Ryan White Contracts for General Dentistry and Specialty Dental Services"). Patients treated under the Ryan White Contracts are HIV positive or live with AIDS and require assistance at the individual level with respect to navigating through the dental care system at UCLA. The position is responsible for direct supervision of the program staff (two administrative specialists); recruitment and outreach to patients in need of general and specialty oral health services; care coordination for specialty oral health services; referral for primary medical and specialty medical care and psychosocial services as necessary; development and execution of quality management/assurance program; reporting on Program's activities including but not limited to patient care outcomes and predoctoral and graduate students educational progress. These activities are related to the relationships established outside of UCLA School of Dentistry (SOD) and internally within different departments at SOD. Externally, the position will be responsible for: (a) acting as the point of contact and liaison between the UCLA School of Dentistry ("SOD") and the Los Angeles County Division of HIV and STD Programs ("DHSP") for all communications related to the execution of the service contracts and the quality management programs described in the Ryan White Contract; (b) serving as the point of contact for communications between SOD and facilities that provide medical, psychosocial and wrap-around services; and (c) making site visits to providers of medical services to Ryan White patients for the purposes of explaining and marketing SOD's dental services. Internally, the position will be responsible for: (a) overseeing all administrative tasks performed by the Program staff related to the provision of dental care to patients under the Ryan White contracts, including but not limited to, tracking and monitoring patients' general dental  treatment and navigating specialty referrals; (b) providing administrative assistance to the contract director and her/his designees, including but not limited to, accessing and analyzing patient care data and generating reports; working with the SOD Office of Finance and the CFO to allocate treatment resources to patients; coordinating all audits related to the Ryan White Contracts for General Dentistry and Specialty Dental Services; (c) obtaining data from Case Watch (the software used by DHSP) for registering patients and checking their eligibility; (d) operating the patient care software currently used by SOD (AxiUm) and any other dental software that SOD may utilize in the future to obtain patient treatment outcomes; (e) verifying the transfer of information from Case Watch into AxiUm or any other dental software that may be utilized by the SOD and vice-versa; (f) providing assistance as needed to the various SOD billing offices for accounts covered by the Ryan White Contract; (g) maintaining a collaborative relationship with other clinics in the school that will provide specialty and other services to the Ryan White contract patients, including but not limited to, communicating to such clinics; and (h) interacting directly with the Ryan White patients to provide them with basic information, program updates, and answer questions related to scheduling general dental services and specialty referrals, treatment sequencing, patient grievances, cost of care and billing issues.

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.

ADMINISTRATIVE SUPPORT FOR RYAN WHITE CONTRACT

1. Oversee all administrative tasks related to the provision of dental care to patients under the Ryan White Contract.

2. Direct supervision of other program staff (two administrative specialists) in patient recruitment and outreach to agencies that provide medical, psychosocial and wrap-around services such as care coordination to HIV positive patients.

3. Dental care coordination for specialty oral health services and referral for primary medical and specialty medical care and psychosocial services as needed.

4. Develop and execute the quality management/assurance process for the Ryan White Contracts.

5. Generate reports on Program's activities including but not limited to patient care outcomes and predoctoral and graduate students' educational progress.

6. Provide administrative assistance to the Program Director, her/his designees, and team, including but not limited to, providing information related to individual treatment progress, and analyzing patient care and treatment outcome data and generating various reports.

7. Coordinate the efforts involved in all audits related to the Ryan White Contracts.

8. Operate the software Case Watch, including but not limited to, obtaining patient-related information such as demographic data and medical status, verifying patient treatment eligibility and obtaining and reporting on patients' medical information.

9. Operate AxiUm (and any other dental software utilized by SOD); verify the transfer of information from Case Watch into AxiUm and vice-versa; and monitor the transfer of information from Case Watch into AxiUm.   

10. Interact directly with patients covered by the Ryan White Contract to provide them with basic information, program updates and answer their questions related to scheduling general dental services and specialty referrals, treatment sequencing, patient grievances, cost of care and billing issues.

11. Maintain collaborative relationships with other clinics in the school that provide services for Ryan White patients under the contract.

12. Provide assistance, information, and guidance as needed to the various SOD billing offices for accounts under the Ryan White Contract.

85%

MARKETING AND OTHER DUTIES

1. Serve as the point of contact and liaison between SOD, the DHSP and the Commission on HIV for all communication related to the execution of the Ryan White contracts and the quality management programs described in the Ryan White Contract and prescribed in the County's Guidelines for the Provision of Oral Health Services.

2. Serve as the point of contact and liaison for communication between SOD and other facilities that provide medical, psychosocial and warp-around services, especially care coordination, to HIV positive clients. 

3. Make site visits to providers of medical services to Ryan White patients for the purposes of explaining and marketing the UCLA School of Dentistry dental services.

4. Other duties as may be assigned by supervisor from time to time.

15%

•

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

Bachelor's degree in related area

Required

Master's Degree

Master's degree or equivalent professional experience

Preferred

Minimum of four years of experience in working with underserved populations living with HIV/AIDS and a thorough appreciation for related challenges.  

Preferred

Experience working in a clinical dental setting or familiarity with clinical dental operations.   

Preferred

Prior work experience in dental and public health arenas. 

Preferred

Ability to work independently and as a productive team member in varied activities and projects. Manage the Program's staff and make decisions on handling patient care issues including non-routine matters.

Required

Strong interpersonal skills and ability to maintain a positive attitude and cooperative working relationship with others at all times. Persistence in a professional, courteous, and tactful manner as required.

Required

Demonstrated effective written and oral communications skills. Experience writing reports, summarizing research and/or project performance and prepare and present Excel spreadsheets, graphs, power point presentations, etc.

Required

Demonstrated capacity to build relationships and effective collaborations with diverse community organizations including medical facilities and agencies that provide psychosocial case management and HIV Care Coordination, mental health and substance abuse.

Required

Knowledge and understanding of systems and public and private sector organizations serving patients with dental needs who are underserved and disadvantaged.

Required

Proficiency in Microsoft Office Suite: MS Word, Excel, PowerPoint, and Outlook and web access technology.

Required

Aptitude for information, technology and computer-oriented tasks.

Required

Record of consistent and dependable performance as a supervisor and in delivering work in a very busy and challenging work environment. Willing to work outside regular hours when occasionally required for project activities.

Required

Demonstrated knowledge of UCLA contracts and grants policies and procedures and the contracting process.

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:

Non-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.