Office Support/ Receptionist - Dental Clinic
- Employer
- CentraCare Health
- Location
- Willmar, Minnesota
- Salary
- Join our team!
View more
- Industry
- Healthcare
- Role
- Administrative
- Job Type
- Long-Term
- Hours
- Part Time
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Job Details
Perform office support duties as requested by Clinic Manager and/or
Clinic Director. Included in these duties, but not limited to are: receptionist duties, answering telephone, establishing patient charts and scheduling patient appointments, operating standard office equipment, scheduling outreach activities. The office assistant will coordinate grants including writing narratives and ensure successful completion and reporting of grant objectives.
• JOB RELATIONSHIPS:
A. REPORTS TO: Clinic Manager B. SUPERVISES: None C. INTERRELATIONSHIPS WITH: Dental clinic patients, Rice Regional Dental
Clinic staff, University of Minnesota faculty and students, Rice Memorial Hospital Foundation staff, grant partners, granting organizations, community members.
• HOURS OF WORK: Part time, primarily day hours
• DRESS CODE: Business professional. Name tag must be worn at all times. Jeans not allowed.
• ESSENTIAL REQUIREMENTS OF WORK (Minimum qualifications necessary to
function at full productivity).
A. EDUCATION AND TRAINING: High school diploma; Completion of Medical Secretary program or equivalent preferred. Yearly training per hospital requirements. Periodic training for dental office software. Proficient in computer use, typing, spelling, and grammar. Word processing and spreadsheet management skills required.
B. EXPERIENCE: At least two years of previous customer service experience
including interacting with a variety of cultures is preferred. Experience in project management or grant implementation preferred. Knowledge of dental terminology or experience in the dental field preferred.
C. JOB KNOWLEDGE (Specific): Knowledge of computer software, Microsoft
Office, and knowledge of basic office equipment. Dental terminology and dental
office procedures background helpful. Emphasis on HIPAA regulations and familiar with Minnesota law regarding record keeping and Release of Information (ROI). Strong communication skills through written and verbal communication. Analyzing data and reporting progress through written and verbal reports with grant objectives is important. Strong interpersonal relationship skills are essential in order to carry out the grant objectives. Strong ability to collaborate with others and achieve goals and objectives in a timely manner.
• BUDGET: Influences the grant budgets by carrying out the objectives of the grants
within the defined budget.
• CLIENTELE DIRECTLY AFFECTED BY JOB: Patients and staff of Rice Regional
Dental Clinic, granters.
• PHYSICAL DEMANDS OF THE JOB:
1. Continuous sitting with or without using a computer keyboard 2. Continuous telephone use while using a computer keyboard and/or writing with the
dominant hand. It can also occur with no involvement of the opposite hand 3. Requires good hearing, vision and speech.
4. Capable of concentration while other activities are going on around him/her. 5. Viewing a computer monitor for extended periods. 6. Occasional lifting 7. May need to drive to support outreach activities
• EQUIPMENT OR MACHINES USED ON THE JOB: Computer, laser printer;
photocopier; telephone, fax, calculator
• PHYSICAL ENVIRONMENT OF THE JOB: Office location within a dental clinic. Comfortable temperature, good lighting, correct positioning of chair, computer, keyboard. Occasional exposure to unpleasant odors.
• MENTAL DEMANDS OF THE JOB:
A. JUDGEMENT AND INITIATIVE: Must be honest and have the ability to handle confidential information. Must be able to troubleshoot office equipment. Must pay attention to detail. Must be able to deal with an often stressful environment of multiple responsibilities and duties occurring all at one time. Requires the use of good judgment at all times. Must be a quick thinker and self- starter due to the scope of projects and responsibility. Due to the strict timelines of the grants, must adhere to a strict schedule and complete work on time and efficiently.
B. INDEPENDENT ACTION: Must be able to interact with people and communicate
information accurately and efficiently. Organized, capable of working independently and as a team.
C. EFFECT OF ERROR: Error could have direct effect on operation of the dental
clinic and indirect or direct effect on care of patients. Not completing work in a timely and complete way to affect Rice negatively as new grants may not be awarded and current grants may be terminated.
D. CONTACT WITH OTHERS: Excellent communication skills are essential in order to interact with all of the people associated with managing the appropriate grants. Capable of working with other Rice Regional Dental Clinic staff, students, dentists, and other hospital personnel in stressful situations. Capable of being flexible.
• PRINCIPAL JOB RESPONSIBILITIES, TASKS, AND AUTHORITIES:
A. RESPONSIBILITY: Receptionist/Scheduler
PRIORITY: A % OF TIME: 60% DISCRETION: B/C TASKS: 1. Answering telephone within 4-5 rings. 2. Portray positive customer service/public relations attitude by phone,
conversation and image. 3. Check in and obtain updated demographics on patients. 4. Responsible for notifying dentist/clinician patient is here. 5. Operates standard office equipment. 6. Take written messages when needed; all calls returned within 24 hours. 7. Register new patients. 8. Schedule patient appointments. 9. Contact language interpreter services when these services are needed. 10. Lifts and/or moves materials as necessary in the performance of assigned
duties. 11. Obtains patient information/forms, and communicates that information to
the clinical personnel concerning patient to assure that all needed information is available at the time of appointment.
12. Keep work area clean. 13. Verify insurance coverage and benefits prior to appointment. 14. Maintain electronic filing of all patient documents. 15. Send/receive e-mails and faxes in a timely fashion 16. Other duties, as assigned.
AUTHORITIES: Has the authority to carry out the above tasks
B. RESPONSIBILITY: Grant Coordination and Writing
PRIORITY: B % OF TIME: 40% DISCRETION: B/C
TASKS: 1. Works with appropriate staff to ensure grant objectives and activities are
implemented and completed on a timely basis.
2. Write grant narratives and reports, consulting with appropriate staff as necessary to ensure reports are well written and contain accurate information. Meet application and reporting deadlines.
3. Assist with managing project finances. Monitor grant expenses and monthly financial reports.
4. Maintain supplies and inventory needed for grant activities. 5. Maintain records of all outreach and other activities related to fulfilling grant
objectives. 6. Assist with marketing the dental clinic on social media and other avenues. 7. Other duties as assigned
C. RESPONSIBILITY: Continuous Quality Improvement (CQI)
TASKS: 1. Demonstrates understanding of the CQI philosophy. 2. Participates in CQI training activities or CQI teams if appropriate. 3. Demonstrates sensitivity to customers and their needs. 4. Interacts appropriately with internal customers, i.e. coworkers within
department, staff across departments. 5 Interacts appropriately with external customers, i.e. patients, families,
dental staff, vendors. 6. Role models positive behaviors.
D. RESPONSIBILITY: Service Excellence
TASKS: Demonstrates an ongoing commitment to the Service Excellence philosophy by adhering to behaviors outlined in Rice's "Standards of Excellence."
E. RESPONSIBILITY: Safety - Maintain and promote a safe environment for all patients, visitors and staff.
TASKS: 1. Consistently follow all policies, practices and work rules. 2. Do not use shortcuts or "work-arounds" that may reduce safety or
increase risk. 3. Stay alert, act responsibly and use common sense to reduce risks. 4. Report "actual events" and "good catches" as soon as possible. 5. Create a safe environment by eliminating hazards and identifying and
reporting unsafe systems. 6. Complete all mandatory safety education, attend safety sessions, review
and understand the Safety Program (available on RiceNet). Seek answers to questions you have about the Safety Program.
6.2018
Clinic Director. Included in these duties, but not limited to are: receptionist duties, answering telephone, establishing patient charts and scheduling patient appointments, operating standard office equipment, scheduling outreach activities. The office assistant will coordinate grants including writing narratives and ensure successful completion and reporting of grant objectives.
• JOB RELATIONSHIPS:
A. REPORTS TO: Clinic Manager B. SUPERVISES: None C. INTERRELATIONSHIPS WITH: Dental clinic patients, Rice Regional Dental
Clinic staff, University of Minnesota faculty and students, Rice Memorial Hospital Foundation staff, grant partners, granting organizations, community members.
• HOURS OF WORK: Part time, primarily day hours
• DRESS CODE: Business professional. Name tag must be worn at all times. Jeans not allowed.
• ESSENTIAL REQUIREMENTS OF WORK (Minimum qualifications necessary to
function at full productivity).
A. EDUCATION AND TRAINING: High school diploma; Completion of Medical Secretary program or equivalent preferred. Yearly training per hospital requirements. Periodic training for dental office software. Proficient in computer use, typing, spelling, and grammar. Word processing and spreadsheet management skills required.
B. EXPERIENCE: At least two years of previous customer service experience
including interacting with a variety of cultures is preferred. Experience in project management or grant implementation preferred. Knowledge of dental terminology or experience in the dental field preferred.
C. JOB KNOWLEDGE (Specific): Knowledge of computer software, Microsoft
Office, and knowledge of basic office equipment. Dental terminology and dental
office procedures background helpful. Emphasis on HIPAA regulations and familiar with Minnesota law regarding record keeping and Release of Information (ROI). Strong communication skills through written and verbal communication. Analyzing data and reporting progress through written and verbal reports with grant objectives is important. Strong interpersonal relationship skills are essential in order to carry out the grant objectives. Strong ability to collaborate with others and achieve goals and objectives in a timely manner.
• BUDGET: Influences the grant budgets by carrying out the objectives of the grants
within the defined budget.
• CLIENTELE DIRECTLY AFFECTED BY JOB: Patients and staff of Rice Regional
Dental Clinic, granters.
• PHYSICAL DEMANDS OF THE JOB:
1. Continuous sitting with or without using a computer keyboard 2. Continuous telephone use while using a computer keyboard and/or writing with the
dominant hand. It can also occur with no involvement of the opposite hand 3. Requires good hearing, vision and speech.
4. Capable of concentration while other activities are going on around him/her. 5. Viewing a computer monitor for extended periods. 6. Occasional lifting 7. May need to drive to support outreach activities
• EQUIPMENT OR MACHINES USED ON THE JOB: Computer, laser printer;
photocopier; telephone, fax, calculator
• PHYSICAL ENVIRONMENT OF THE JOB: Office location within a dental clinic. Comfortable temperature, good lighting, correct positioning of chair, computer, keyboard. Occasional exposure to unpleasant odors.
• MENTAL DEMANDS OF THE JOB:
A. JUDGEMENT AND INITIATIVE: Must be honest and have the ability to handle confidential information. Must be able to troubleshoot office equipment. Must pay attention to detail. Must be able to deal with an often stressful environment of multiple responsibilities and duties occurring all at one time. Requires the use of good judgment at all times. Must be a quick thinker and self- starter due to the scope of projects and responsibility. Due to the strict timelines of the grants, must adhere to a strict schedule and complete work on time and efficiently.
B. INDEPENDENT ACTION: Must be able to interact with people and communicate
information accurately and efficiently. Organized, capable of working independently and as a team.
C. EFFECT OF ERROR: Error could have direct effect on operation of the dental
clinic and indirect or direct effect on care of patients. Not completing work in a timely and complete way to affect Rice negatively as new grants may not be awarded and current grants may be terminated.
D. CONTACT WITH OTHERS: Excellent communication skills are essential in order to interact with all of the people associated with managing the appropriate grants. Capable of working with other Rice Regional Dental Clinic staff, students, dentists, and other hospital personnel in stressful situations. Capable of being flexible.
• PRINCIPAL JOB RESPONSIBILITIES, TASKS, AND AUTHORITIES:
A. RESPONSIBILITY: Receptionist/Scheduler
PRIORITY: A % OF TIME: 60% DISCRETION: B/C TASKS: 1. Answering telephone within 4-5 rings. 2. Portray positive customer service/public relations attitude by phone,
conversation and image. 3. Check in and obtain updated demographics on patients. 4. Responsible for notifying dentist/clinician patient is here. 5. Operates standard office equipment. 6. Take written messages when needed; all calls returned within 24 hours. 7. Register new patients. 8. Schedule patient appointments. 9. Contact language interpreter services when these services are needed. 10. Lifts and/or moves materials as necessary in the performance of assigned
duties. 11. Obtains patient information/forms, and communicates that information to
the clinical personnel concerning patient to assure that all needed information is available at the time of appointment.
12. Keep work area clean. 13. Verify insurance coverage and benefits prior to appointment. 14. Maintain electronic filing of all patient documents. 15. Send/receive e-mails and faxes in a timely fashion 16. Other duties, as assigned.
AUTHORITIES: Has the authority to carry out the above tasks
B. RESPONSIBILITY: Grant Coordination and Writing
PRIORITY: B % OF TIME: 40% DISCRETION: B/C
TASKS: 1. Works with appropriate staff to ensure grant objectives and activities are
implemented and completed on a timely basis.
2. Write grant narratives and reports, consulting with appropriate staff as necessary to ensure reports are well written and contain accurate information. Meet application and reporting deadlines.
3. Assist with managing project finances. Monitor grant expenses and monthly financial reports.
4. Maintain supplies and inventory needed for grant activities. 5. Maintain records of all outreach and other activities related to fulfilling grant
objectives. 6. Assist with marketing the dental clinic on social media and other avenues. 7. Other duties as assigned
C. RESPONSIBILITY: Continuous Quality Improvement (CQI)
TASKS: 1. Demonstrates understanding of the CQI philosophy. 2. Participates in CQI training activities or CQI teams if appropriate. 3. Demonstrates sensitivity to customers and their needs. 4. Interacts appropriately with internal customers, i.e. coworkers within
department, staff across departments. 5 Interacts appropriately with external customers, i.e. patients, families,
dental staff, vendors. 6. Role models positive behaviors.
D. RESPONSIBILITY: Service Excellence
TASKS: Demonstrates an ongoing commitment to the Service Excellence philosophy by adhering to behaviors outlined in Rice's "Standards of Excellence."
E. RESPONSIBILITY: Safety - Maintain and promote a safe environment for all patients, visitors and staff.
TASKS: 1. Consistently follow all policies, practices and work rules. 2. Do not use shortcuts or "work-arounds" that may reduce safety or
increase risk. 3. Stay alert, act responsibly and use common sense to reduce risks. 4. Report "actual events" and "good catches" as soon as possible. 5. Create a safe environment by eliminating hazards and identifying and
reporting unsafe systems. 6. Complete all mandatory safety education, attend safety sessions, review
and understand the Safety Program (available on RiceNet). Seek answers to questions you have about the Safety Program.
6.2018
Company
Carris Health has 16 convenient locations in West Central and Southwest Minnesota where you can access the specialized care you need, from surgery and rehabilitation to basic wellness check-ups. Whatever you need, we've got you covered.
Company info
- Website
- https://www.centracare.com/careers/
- Location
-
301 Becker Ave. SW.
Willmar
MN
56201
United States
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