FGDP Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: 40112744

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1128788

Approved Date:

3/12/2025 9:40:25 AM

Date Last Edited:

3/12/2025 9:40:21 AM

Last Action Effective Date:

3/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40112744

Position Description ID

166722

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

FGDP Administrative Assistant

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:

40063722

Reports to Payroll Title:

AMBUL CARE ADMSTN SUPV 2

UCPath Department Head Position Number:

41060769

Department Head Payroll Title:

AMBUL CARE ADMSTN MGR 1

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 Faculty Group Dental Practice (FGDP) with over 20 faculty dentists seeks a dynamic and skilled individual with at least two years' experience as a dental practice receptionist & cashier with the ability to work effectively in a fast-paced high-volume dental practice. Must have experience using the Dentrix dental software system, have strong people skills, organizational and multi-tasking skills and the ability to maintain professionalism under pressure. The Administrative Assistant is located in the School of Dentistry's Faculty Group Dental Practice, a dental practice with general and specialty dentists. The primary functions are customer service, answering phones, electronic patient registration and appointment scheduling, cashiering. The second function involves administrative duties including keeping the appointment calendar up-to-date, rescheduling patients when needed, preparing the FGDP deposit (if specifically assigned) and other varying assignments.

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 &

APPOINTMENT

SCHEDULING

1. Answer multi-line telephone and provide general and specific information to prospective and current patients about the Faculty Group Dental Practice (FGDP), its accepted payors, its over 20 general and specialty dentists, its over 5 hygienists, and appointment availability. As appropriate, take messages, assess urgency and ensure that appropriate information is related to faculty/contract dentists, Practice Manager or staff (as appropriate) in a timely fashion.

2. Use Dentrix electronic patient record and scheduling system to retrieve and update specific patient information for patients, staff and faculty.   

3. Schedule appointments for new patients. Electronically send link for patient registration to scheduled new patients in advance of appointments.   

4. Schedule appointments for returning patients after ensuring that patient accounts are current (including patient financial responsibility as well as any broken appointment fees) and that requested appointment is appropriate given last visit and dentist's note. Determine if an emergency appointment is more appropriate than a general appointment following a series of questions.   

5. Schedule follow-up appointments for patients as they complete their visits.   

6. Greet the public and patients, provide information and answer questions.   

7. On a daily basis, contact scheduled patients with reminders regarding appointments and ensure new patients have completed the electronic registration. Following reminder calls, review the next day's schedule and fill any openings or cancellations by contacting patients on the Quick Call" list in accordance with production and doctor's pre-communicated preferences.   

8. Retrieve messages from answering machine, FGDP email and electronic messages first thing each morning. Return phone calls, emails, etc. on a timely basis.  "

65%

PATIENT INTAKE,

CHECK-IN,

REGISTRATION &

CASHIERING

1. When greeting patients, collect from those with balances due or refer to one of the other cashiers before seating. Announce patient arrival using the communications system.   

2. Retrieve and enter registration information for new patients into electronic patient information system ensuring accurate and complete information. Distribute HIPAA Notice of Privacy Practices and Dental Materials Fact Sheet at each initial visit or at a follow up visit if chart does not reflect previous distribution. Create account numbers for new patients.   

3. Confirm with continuing patients that information on file is current and accurate. Update as appropriate.   

4. Coordinate and assure that all documents regarding third party payors are obtained before patients begin appointment.   

5. Review patient's account balance upon the completion of the appointment to determine the amount owed by the patient for that particular visit (and any other past due balances). Then schedule next appointment when necessary.

25%

ADMINISTRATIVE

DUTIES

1. Maintain a clean and organized reception area.   

2. Follow clinic procedures during medical emergencies including contacting emergency response personnel and other assistance as required.   

3. Ensure that correct patient record request is filled out and scanned into the patient's document center. Prepare and send records.   

4. Prepare daily deposit for FGDP in accordance with University policies and procedures. Prepare copies in accordance with same for Campus Accounting.   

5. Ensure that electronic appointment calendar is kept up-to-date and reflects changes in the faculty/contract dentists' and hygienists' schedules (vacations, conferences, lecturers, etc.). As such changes are input, ensure that patients are promptly contacted for re-scheduled appointments.   

6. Refer patient complaints that cannot be addressed to Practice Manager.    

7. Provide cross/back up coverage as needed in other front office duties, preparation of deposit and cashiering, as requested.    

8. Other duties as may be requested by supervisor/Practice Manager from time to time.

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

Trained and have at least two years' experience working in the front office (reception, cashier) of a dental practice or clinic. 

Required

Ability to maintain accurate patient information data related to scheduled appointments, billing, reports, etc.

Required

Demonstrated skill in analyzing information, situations and procedures to define problems, formulate and appropriately rectify concerns.

Required

Excellent oral communication skills to diplomatically collect and relate information to patients, staff and faculty.

Required

Demonstrated skill to establish and maintain cooperative working relationships with professional and non-professional staff including the ability to collaborate with colleagues and work effectively as part of a team.

Required

Ability to use basic math skills to screen patients' accounts and prepare daily deposit.

Required

Ability to adapt to frequent interruptions and changes in work assignments and to prioritize work in a complex, high-volume, fast paced environment.

Required

Knowledge of dental terminology and procedures.

Required

Ability to recognize a situation when supervisor's consultation/assistance is appropriate and/or required.

Required

Demonstrated interpersonal skills to establish and maintain a dynamic and effective working relationship with a diverse group of faculty, patients and staff.

Required

Demonstrated skill in operating a PC compatible platform computer.

Required

Ability to interact with others in a manner which conveys the customer-focused philosophy of the practice.

Required

Ability to comply with clinic policies by following established 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.

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.