Patient Appointment & New Patient Assessment Coordinator

BLANK AST 2 (004723)

UCPath Position ID: MI-DPT136000-JC004723-PD168172

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601517

Approved Date:

6/12/2024 3:17:16 AM

Date Last Edited:

6/12/2024 3:17:14 AM

Last Action Effective Date:

3/8/2024

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:

MI-DPT136000-JC004723-PD168172

Position Description ID

168172

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:

40105075

Reports to Payroll Title:

AMBUL CARE ADMSTN SUPV 1

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.

POSITION SUMMARY

The PAC has five primary responsibilities: (1) scheduling patient appointments for dental students; (2) providing general reception and greeting functions; (3) performing patient chart reviews; (4) serve as liaison between the clinic, students and Eurodent (or other dental laboratory), maintain an inventory and dispense denture teeth to patients, and (5) other clinical support duties.

APPOINTMENT SCHEDULING

1. Responsible for servicing dental students (and their patients and faculty) to schedule specific appointments including screening, that are not scheduled by the Group Practice Administrators. Work with students and patients to schedule patient appointments based on the availability of operatories and faculty coverage.

2. Synchronize patient appointments with clinic schedule, faculty coverage and students' schedules. Make adjustments to screening and assessment appointment book due to canceled appointments, faculty coverage changes in real time to ensure adequate faculty-student ratios.

3. Assure that dental records and supporting documents for new patients are complete and available when patients report for appointments.

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

5. Assist in organizing 2nd year denture class.

6. Review screening and patient assessment appointment book regularly to ensure quality and accuracy of data and appointments.

40%

GENERAL RECEPTION & GREETING

1. Serve as one of the main points of contact (in person, telephonically and via email inquiries). During patient interaction, identify appropriate place and direct patients to appropriate clinic.

2. Answer multi-line phone, record & retrieve messages, relay general and specific information to patients about the clinic operations, student assignment, student availability, appointment availability, etc. As requested, provide specific information to patient regarding upcoming appointments and appropriate contact information for the appropriate GPA.

3. As requested/necessary, page, call or email students, staff or faculty.

4. Serve as administrative support for New Patient Services Supervisor and Dental Center Director.

5. Enter preliminary contact information data for patients with screening appointments into electronic patient information system in advance of appointment.

6. Gather necessary information to be used for generation of monthly reports of patient visits for Patient Assessment Services Clinic.

7. Update patient information in electronic dental record such as name, contact information, billing information, etc.

25%

PATIENT/STUDENT MANAGEMENT

1. Be part of a team that will perform periodic review of patient charts and identify students who are not compliant with proper record keeping; contact students and verify corrections made to the records. Communicate with GPDs in identifying students who are repeated offenders.

25%

OTHER CLINIC SUPPORT

1. Maintain clean, secure, organized reception area in the General Clinic lobby or wherever assigned.

2. Monitor clinic area and lobbies for general cleanliness, safety and operational maintenance; report faulty equipment or cleanliness problems to appropriate people.

3. Assist faculty, students and staff during emergency responses.

4. Refer Patient to Proper Group Practice Administrators or proper clinic in handling patient questions or complaints.

5. Is responsible for ordering supplies for the New Patient Services area.

6. Assist GPD in the New Patient Services Clinic with patient screenings as needed.

7. Set up chairs for patients /place barriers/take instruments to central services as needed.

8. Other duties as may be assigned by supervisor and/or Dental Center Director.

9. Serve as the liaison with Eurodent (or other) dental laboratories; oversee the submission and progress of laboratory cases and requests; train employees on the workflow and protocols for submitting laboratory cases and requests and on the usage of the tracking module in the clinic EHR system (axiUm); maintain and update the electronic forms in the axiUm lab tracking module as needed; oversee the Lab Hold Inventory system (Excel) and automation code (VBA) and work with academic units (e.g., the Restorative Section); and assist in the generation of reports for faculty calibration.

10. Distribute denture teeth to students, faculty and residents of the respective clinics; order and maintain supply of denture teeth; and maintain and run reports for denture teeth requests for monthly finance reports.

11. Serve as a back-up instrument sterilizer in Central Sterilization, according to determination made by the Clinic Director.

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

2 years

Experience as a Dental Assistant in a dental office or clinic.

Required

Working knowledge of current dental terminology, materials, equipment, and procedures related to dental practice.

Required

Ability to comply with clinic policies by following established procedures.

Required

Ability to communicate in Spanish.

Required

Skill in entering data information and retrieving data from clinical Information Management System.

Required

Skill in using appropriate verbal and written communication. Speaking and writing clearly, distinctly and courteously, using appropriate English vocabulary and grammar.

Required

Ability to maintain good to excellent attendance.

Required

Ability to work on a rotational basis.

Required

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

Required

Ability to perform independently, under pressure, answering multi-line incoming phone lines, address in person customers and follow through on assignments with minimal direction.

Required

Demonstrated knowledge of what constitutes confidential information and skill in maintaining confidentiality with regard to sensitive patient, faculty, resident and staff information.

Required

Ability and willingness to dress professionally in business attire appropriate for position.

Required

Ability to establish and maintain cooperative working relationship with staff, students, administrators, faculty and patients; pleasant and professional attitude essential.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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.