Endodontic Administrative Assistant

BLANK AST 2 (004723)

UCPath Position ID: 40275243

Position Description History/Status

Approved Date:

6/11/2025 1:39:58 PM

Date Last Edited:

6/11/2025 1:39:55 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40275243

Position Description ID

173306

UC Payroll Title:

BLANK AST 2 (004723)

Business Title:

Endodontic 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:

40092834

Reports to Payroll Title:

AMBUL CARE ADMSTN 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 incumbent will provide comprehensive administrative support to the practice, ensuring efficient patient scheduling, front desk operations, and overall clinic administration. Responsibilities include managing appointment lines, scheduling patient visits, verifying insurance and authorization details, and processing patient messages for doctors. The role also involves patient check-in/check-out, collecting payments, updating electronic health records, and coordinating referrals. Additionally, the incumbent will assist with general administrative duties such as scanning medical records, distributing correspondence, and making schedule adjustments. Strong communication and organizational skills are essential to maintaining smooth clinic operations and delivering excellent 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.

Practice Front Desk/Patient Check-in and Check-out

1. Register/Check-in patients by verifying patient demographic and insurance information.  Update registration information in Electronic Health System (e.g. Care Connect, Axium, etc).  Confirm PCP, referring doctor, preferred pharmacy, preferred form of communication and MyChart activation. Review patient referral forms and fill out intake information.

2. Obtain regulatory required patient consents, such as consent for treatment (COA), yearly for patients and update patient registration information in Electronic Health System.

3. Check in patients electronically using Electronic Health System.

4. Provide specific information to patients regarding clinic procedures.

5. Collect payment from patients at the time of service following departmental cashiering policies. Post patient payment collected and generate Cash collection report at the end of day accurately in Electronic Health System.

6. Develop knowledge base related to clinic, medical center and insurer processes and procedures.

7. Triage patient issues to achieve resolution.   Resolve patient problems related to such matters as billing, coordination of patient tests, appointments and records.

8. For cancellations and no-shows, generate appropriate Departmental Appointment Report (DAR), such as the No-Show report and Rescheduling report, and call patients for rescheduling.  Document each call as a telephone encounter in patient’s record with Electronic Health System.

9. Maintain clinic patient flow, balancing registration requirements, patient appointment times and non-appointment activities.

10. Using check-out sheet or verbal orders, schedule follow-up appointments, and ancillary testing appointments.  Complete necessary requisitions, as required.

11. Report any difficulties scheduling ancillary and consultative appointments for patients

12. Provide care related information, such as After Visit Summary (AVS), hospital card, My Chart Activation code, to patients at each Check-out.

13. Complete tasks in Referral and Charge work queue.

70%

Administrative Duties

1. Take phone messages/emails as appropriate, providing Doctors with quality messages.  Get message to doctor in appropriate manner whether by CareConnect In-Basket, fax, e-mail, or other communication modalities.

2. Return patient related messages as requested by doctors.

3. Along with clinical staff, identify salient clinical information regarding presenting complaints and assign patients to attending doctors in a variety of specialties based on established clinical guidelines and departmental policies and procedures.

4. Schedule new patient, consultation and follow-up appointments through the EHR appointment scheduling system.

5. Collect and/or verify appropriate demographic, authorization and insurance information on all patients and record in Electronic Health System.

6. Send letters to new patients and assemble new patient visit packs.

7. Complete clinic protocols on telephone technique, appointment making, communication and scheduling.

8. Contact patients to confirm, cancel or reschedule appointments.

20%

General Practice Administrative Duties

1. Serve as liaison between outpatients and programs in administrative matters; help to maintain a therapeutic atmosphere by providing supporting interface between patients and staff.

2. Assist doctors in performing any schedule changes to the Electronic Health System.

3. Sort and distribute mail and faxes.

4. Copy, collate and file reports, correspondence and other materials.

5. Maintain and protect patient confidentiality at all times.

6. Scan any records on paper into Electronic Health System and assign each document under the correct records category in a timely manner.

7. Demonstrate professional attitude and appearance.

8. Follow university guidelines in regard to telephone usage, equipment and supplies and report any known abuses to supervisor.

9. Communicate to supervisors any problems, issues and/or suggestions for the practice.

10. Follow university and department guidelines in regard to attendance, including attending mandatory staff meetings and functions.

11. Provide back up to other administration support staff in other clinic areas during periods of vacation, extended illnesses or heavy workload.

12. Other duties as assigned.

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 working in a dental or medical office.

Required

Experience with a clinic information management system such as GSD.

Preferred

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

UCLA C-I-CARE/Patient Experience Practices: MY COMMITMENT TO CARE

Observe and practice all the Service Standards listed in the “World Class Practices” (which I have read and signed).

a. Practice C-I-CARE when interacting with patients, their families, visitors, or internal customers.

b. Connect with the patient and family members by addressing them as Mr./Ms., or by the name that they prefer.

c. Introduce yourself and your role.

d. Communicate what you are going to do, how long it is going to take, and how it will impact the patient.

e. Ask and anticipate patient and/or family needs, questions or concerns.

f. Respond to patient and/or family questions and requests with immediacy.

g. Exit courteously and/or with an explanation of what will come next (or when you will be back to check on them).

h. Practice C-I-CARE phone etiquette during all phone interactions

Always exercise courtesy whenever patients, family members, visitors and co-workers are present.

a. Respect privacy and dignity of our patients, family members, visitors and co-workers.

b. Maintain professionalism in the presence of patients, their families, visitors and co-workers

Observe departmental Patient Experience plan, competencies and practices.

a. Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.

b. Participate in positive problem solving by providing suggestions and possible solutions to identified concerns/problems in the work place.

Comply with Health System Workplace Conduct Policy

a. Engaging in disruptive behaviors that interfere with or prevent normal work functions or compromise patient safety, including passive or active behaviors will not be tolerated as stated in the HS Workplace Conduct Policy.

Comply with Health System Dress Code Policy and practices

Required

INSTITUTIONAL AND/OR PROFESSIONAL STANDARDS

Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job

Comply with Department of Public Health (DPH), The Joint Commission and other accreditation and regulatory agencies standards

Adhere to all Hospital Policies and Procedures

Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module

Demonstrates adherence to the requirements for using the electronic health record

Demonstrates understanding of institutional and department specific emergency management procedures/responsibilities to maintain personal, patient, and co-worker safety, maintains competencies in these areas, and participates in disaster/emergency related exercises and education.

Required

CYBERSECURITY TRAINING REQUIREMENT

Required

PERFORMANCE IMPROVEMENT

Adhere to current organizational Performance Improvement priorities

Participate in quality studies through data collection and dashboard data collection

Make recommendations and take actions to improve structure, system or outcomes

Required

Ability to communicate professionally and effectively with physicians and staff in a high volume setting.

Excellent organizational skills and ability to prioritize assignments

Skill in efficiently and accurately facilitating the appointment making process, including transportation arrangements and maintain sub-specialty physician schedules

Excellent interpersonal and communication skills to coordinate multiple appointments with staff from many clinical services at the UCLA Medical Center

Required

Skill in using a PC with associated programs including Word, Excel, and Email

Skill in demonstrating work experience with a database computer program

Knowledge of major insurance plans and types of coverage provided

Knowledge of dental and medical terminology

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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:

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.