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Office Assistant - Dental Clinic

Employer
CentraCare Health
Location
Willmar, Minnesota
Salary
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Industry
Healthcare
Role
Other
Job Type
Long-Term
Hours
Part Time

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

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
Location
301 Becker Ave. SW.
Willmar
MN
56201
United States

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