Job Description

General Statement of Responsibilities:

This position has the responsibility for leading operations and  overseeing the day-to-day activities of the dental clinic and promoting a safe, equitable, and respectful environment in which concerns can be addressed effectively in coordination with the Dental Director and Clinical Lead.

Salary ranges from $85,000-$90,000 depending on qualifications. 

Supervisory and Leadership Responsibilities (60%)

• In coordination with the Dental Director and Clinical Lead, is responsible for the day-to-day operations of the Dental clinic.
• Supervises front office staff.
• Assign, schedule and direct work of front office staff. 
• Screens, interviews, and hires front office staff applicants.
• Participates in the training and orientation of new staff.
• Assist with preparation, analysis, and management of provider schedules to maximize clinic efficiency.
• Ensures adherence to union rules for vacation and sick time for staff.
• Ensures that staff comply with Boynton Health policies; communicates changes in policy or procedures.
• Meets on a regular basis with the Front Desk staff to discuss front desk issues.
• Conducts performance appraisals for supervisees and provides additional input and feedback.
• Responds to patient complaints and customer problems (both internal and external) promptly, courteously, and in accordance with established policies and procedures and follows-up to ensure problem resolution.
• Works with the Associate Director of Operations to assemble data, prepare administrative reports, and supervise the business correspondence of the unit.
• Advises and assists staff in implementing programs, including policies, procedures, and appropriateness of expenditures.
• Engages in project coordination for dental improvement initiatives in coordination with the Dental Leadership Team.
• Promote a safe, equitable, and respectful environment in which concerns can be addressed effectively.
• Works with the Dental Leadership Team to utilize the staff efficiently to develop their abilities and skills.
• Serves as central contact for the Dental Clinic Leadership to forward new business office procedures for implementation.
• Serves as central contact for front office staff, other Boynton Health staff, and dental clinic patients for clinic policy, procedures, and questions.
• Communicates with Administration, Building Services, Patient Accounting, Finance, Quality Assurance, EHR, Medical Records, and other Boynton Health departments.
• Coordinates dental clinic events or those events that are in collaboration with other areas of the University.
• Attends weekly Dental Leadership meetings
• Participates in the Dental Leadership team to discuss clinic-wide issues.
• Participates in creating the agenda for the monthly dental clinic all staff meetings.
• Leads agenda topic conversations at the monthly dental clinic all staff meetings.
• Participates in committees as appointed by the Associate Director of Operations.

Budgetary and Financial Responsibilities (20%)

• Responsible for timely billing and accounts receivable in coordination with the Finance department.  
• Oversees ordering of office supplies, instruments, and equipment as needed.
• Maintains overall management of equipment to ensure proper working order, preventive maintenance and repairs.
• Purchases needed equipment, materials and supplies. 
• Assists in preparing the annual dental clinic budget with the Dental Leadership team.
• Oversees and orders clinic equipment and supplies from Boynton Health and outside vendors.
• Monitors submission of charges to third-party guarantors for payment.
• Assists patients with insurance or billing problems. 
• Notifies patients regarding eligibility issues; e.g. No current Student Service Fees, discuss out of pocket expense options for patients.
• Acts as departmental information source for patient accounting questions and procedures.
• Notifies Patient Account regarding charge corrections or errors, billing holds, and adjustments.

Administrative Tasks (15%)

• Serves as EHR super user and supports the IT functions related to optimal operations of the dental clinic.
• Analyzes and reports providersâ™ compliance with procedures that affect the functionality of record keeping and clinic procedure.
• Provides support to members of the Dental Leadership team regarding highly sensitive clinical and personnel issues.
• Edits, types, and proofreads clinic correspondence, documents, etc.  (Knowledge of medical and dental terminology may be utilized.)
• Provides technological and administrative support for both the clinic staff and the Dental Leadership team.
• Responds to emails sent through BHâ™s general website that request dental clinic information and provides proper follow up.
• Assist with organizational compliance processes.

Miscellaneous Tasks (5%)

• Relieves front office staff when necessary: e.g., making appointments, arriving patients, answering phones, receiving payments, and accessing and/or sending patient messages through EHR.

This position performs other duties as assigned by their supervisor.

Required Qualifications:

• Graduation from an accredited course in dental hygiene and Minnesota licensure and a
• combination of related education and work experience to equal at least 6 years.
• Experience as a supervisor or manager in a dental clinic setting.
• Knowledge and experience in regulatory compliance, and in other areas such as infection prevention, OSHA standards, and accreditation in a dental clinical practice.
• Knowledge of and experience with business office and administrative duties related to a dental clinic. 
• Must have the ability to use independent judgment to perform a wide variety of tasks in a professional manner.
• Effective leadership, verbal, and written communication skills and the ability to adapt communication styles based on the audience.
• Effective at managing time, prioritizing responsibilities, and problem-solving in a demanding environment.
• Able to create effective systems and streamline work
• Functions well in a fast-paced environment while maintaining attention to detail
• Collaborative approach to working with other departments at Boynton Health and across the University of Minnesota.
• Excellent customer service and interpersonal skills in interactions with both patients and staff.  
• Demonstrated commitment to promoting a culture that respects and advances diversity and inclusion.  
• Proficient in Google Suite applications, Zoom, and other software systems.
• Proficient in use of  Electronic Medical Record systems.

Preferred Qualifications:

• Masterâ™s degree in Business or Healthcare Administration or related field.
• Previous experience with Dentrix Electronic Medical Record system.
• Experience working with individuals from diverse racial, ethnic, and socioeconomic backgrounds.
• Experience in a related medical or dental clerical position or an equivalent receptionist position.
• Able to perform well under pressure and can handle multiple tasks at one time.

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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