Which member of the dental team is responsible for the quality administration program

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Dental Clinic Coordinator

Title: Dental Clinic Coordinator

Class: Classified

Exempt Status: Non-exempt

Level: 25

Job Summary

Under the direction of the Dental Program Director, provides administrative and clinical support for the Dental Assisting, Dental Hygiene and other programs. Responsible for maintaining quality assurance for clinic practices and patient records in compliance with the State Board of Dentistry, Oregon Health Authority, and other agency rules and regulations. Facilitates the daily operations of the Dental Clinic by coordinating patient care, maintaining supplies, equipment, and inventory, and handling hazardous materials. Acts as the Electronic Patient Records Technical Specialist and manages and maintains patient records software.

Typical Duties and Responsibilities

1. Oversees the daily schedule and operations of the clinic, supporting patient care for both the Dental Assisting and Dental Hygiene Programs; coordinates the assignment of patients; tracks and facilitates patient appointments.
2. In collaboration with the Director, monitors and adjusts clinic practices to ensure compliance with State Board of Dentistry and Oregon Health Authority requirements.
3. Audits patient charts to ensure timely, consistent, accurate, and complete notation in compliance with Oregon Board of Dentistry Private Practice Act; tracks patient care outcomes and corresponds with patients for completion of treatment.
4. Manages the overall patient records system; ensures HIPAA compliance; administers operator entry, patient data base, and scheduling components; trains staff, faculty, and students in proper use; assists in the development of policies and procedures for patient records protocol.
5. Leads the transition to fully electronic record keeping and serves as the electronic records system technical specialist; troubleshoots software and hardware issues and coordinates with PCC technical support.
6. Performs supply, equipment and inventory control and purchasing to ensure optimal clinic effectiveness and monitors budget.
7. Oversees the maintenance and repair program for the clinic, including computer hardware and software, chairs, amalgam separator, compressor, vacuum system, dust collector, hazardous waste disposal, and other systems and equipment; obtains necessary training to troubleshoot/repair and maintain chairs and other systems.
8. Facilitates tracking of student and staff immunizations and certifications in accordance with State Law, College Policies and CODA Accreditation.
9. Coordinates in-service trainings relative to operational updates in the clinic.
10. Acts as a liaison between clinical providers and the receptionist regarding individual patient needs.
11. Provides project support to the Director, including gathering statistical data for CODA Accreditation.
12. Attends internal and off-site trainings, committees, meetings, and other relevant events as appropriate.
13. Performs other related duties as assigned.

Work Environment and Physical Requirements

Work is performed in a fully functioning dental clinic. Use of appropriate personal protective equipment is routinely required. Physical exertion includes standing, carrying equipment and supplies, reaching overhead, and regularly lifting up to 50 pounds. Occasional travel to off-site locations requires the ability to drive and use of a private vehicle.

Minimum Qualifications

Associate’s degree in Dental Hygiene. Five years of clinical experience in a dental office setting. Licensed Dental Hygienist through the Oregon Board of Dentistry. Must obtain off-site A-dec training within six months of hire.

Knowledge, Skills, and Abilities

Knowledge of:

• Effective clinic coordination techniques;
• Federal, state, local regulations, especially the Oregon Board of Dentistry Private Practice Act;
• Budgeting principles;
• Impact ethnicity, race, national origin, and gender have on communication and interaction;
• General college policies and procedures.

Skill in:

• Managing change;
• Monitoring legal and regulatory changes;
• Leading, training, and coordinating the work of others in a team environment.

Able to:

• Operate a variety of office equipment;
• Engage effectively with an ethnically and culturally diverse population;
• Effectively communicate in oral and written form with a range of groups including faculty and students whose first language is not English;
• Work independently.

Reviewed: 12/18

New: 5/2016

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