UNIV - AH1506 Administrative Coordinator II - CDM - Pediatric Dentistry Clinic Manager

Job Description Summary

Under the direct supervision of the Chair of the Department of Pediatric Dentistry, this individual coordinates and manages the administrative activities and clinical operations of the Pediatric Dentistry Predoctoral and Postgraduate clinics, with a special emphasis on implementing practices that improve patient safety. This includes establishing standardized processes and workflows to help ensure that clerical and clinical personnel execute their responsibilities in a safe and effective manner. Other duties include hiring, training, and management of new personnel helping in scheduling of patients, students, and doctors, procurement of supplies, overseeing the financial status of the clinic in conjunction with the Finance and Billing offices, as well as Operating Rooms scheduling and coordination to include insurance management, pre-authorization, etc. for residents. In conjunction with the Supervisor of Patient Service Representatives, manages the front desk as it relates to the scheduling of appointments, confirmation, and financial counseling. The individual supervises 4 dental assistants, 1 dental hygienist, and works closely with 6 Pediatric Dental Residents and Faculty.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC005210 CDM Clinic Pediatric

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Responsibilities:

25%: Uses Responsibility Centered Management (RCM) philosophy to manage Department of Pediatric Dentistry clinic. Works with the Chair and Business Manager to maintain an operating budget for the Pediatric Dentistry clinic ensuring that goals and objectives are met. In conjunction with the Billing Office and the UMA Revenue Cycle Team, oversees collection processes for outstanding patient balances. Monitor and optimize departmental billing, collections, and charge lag in cooperation with the UMA Revenue Cycle Team. Analyzes practice expenses and staffing rations. Must have the capability and access to generate accounting/clinic management production reports at pre-determined time intervals.

25%: Supervises Pediatric Dentistry clinical staff. Responsible for all staff scheduling. Ensures each student/resident has the necessary clinical staff or their scheduled days. Ensures clinical schedules for Pediatric Dentistry are updated. Oversee and coordinate the usage of Overflow Rooms for scheduling emergencies and make-up days for providers. Obtain and sign all leave request forms, time entry corrections, and bi-weekly time sheets before submitting to departmental administrative assistant for entry in OurDay. Responsible for approving and monitoring compensatory time and overtime to ensure optimal efficiency.

25%: Oversees all business and clinical operations. Supervises and implements axiUm and EPIC software for patient management. This includes Admissions (demographics, guarantor information, medical/dental insurance information), Clinical (medical histories, charting existing treatment, planning treatment, obtain consent forms), Appointments (scheduling, filling any vacancies, confirming, canceling), and Collections (posting and allocating all patient payments in conjunction with the billing office). Coordinates care for OR patients, including scheduling, assisting patients with scheduling pediatrician or specialist clinic visits and providing information regarding OR appointments to patients. Provides individual consultation for patients concerning treatment plans, fees and financial arrangements. Administrator for Care Credit payment agreements and responsible for providing Care Credit training for all front desk staff. Streamlines pre-certification process. Assist Billing Office and MUHA with physician credentialing when needed.

15%: Responsible for hiring new Pediatric Dentistry clinical staff, which consists of dental assistants and hygienists. With input from providers, is responsible for annual performance evaluations of all clinical Pediatric Dentistry staff using SuccessFactors. Responsible for organizing and providing axiUm and EPIC training for new and existing staff. Serves as communications liaison between clinical staff and faculty. Reports to and performs other duties as assigned by department chairman.

10%: Manages inventory. Facilitates major equipment purchases with department’s Business Manager. Responsible for oversight of shipping, tracking and receiving all lab cases. Monitors Monthly Inspection Report to ensure compliance all pharmaceuticals a