Primary Purpose:

Under the general supervision of the Clinical Director, manages and oversees the accurate and timely processing and record maintenance of all business operations, ensures compliance with all University protocols and procedures, and supervises the support staff of the Orthodontic Clinic.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Essential Functions:

• Use proactive organizational skills to plan future courses of action and management of the overall clinical activities to ensure effective and efficient clinical operations.
• Oversee/manage all aspects of patient care including but not limited to appointment scheduling, financial arrangements and insurance, explanation of treatment, and communication with patients.
• Enter treatment contracts to electronic application; ensure compliance on patient consent forms and financial contract arrangements including but not limited to approvals on discounted treatment.
• Oversee the organization and maintenance of all electronic and hard copies of treatment records and models of patients who have completed treatment.
• Ensure accurate posting to electronic ledger of all charges and patient payments on a daily basis; review/advise/monitor on accuracy and completeness of procedure codes, fee schedules and treatment notes and approval of notes.
• Enter financial data into PMS (Patient Management System, AxiUm); audit patient treatment codes, payment plans, and faculty/patient assignments.
• Verify and input medical insurance information, coordinate with Insurance department for Sleep Clinic medical preauthorization’s.
• Audit accounts to ensure mandatory documentation is complete to begin and end treatment; resolve non-compliance issues.
• Act as Orthodontic Clinic super user for the patient management system.
• Monitor and supervise Orthodontic residents to ensure OSHA, HIPPA, and Clinic policies are followed and enforced.
• Respond to inquiries and tasks assigned from the Clinic Applications Auditor/Analyst (CAA) in a timely manner; provide CAA with all appropriate documentation for adjustment requests.
• Audit patient accounts receivable; contact patients, insurance companies and the insurance department to resolve billing issues, past due balances, and claims.
• Monitor the preauthorization process for Denti-Cal patients in collaboration with the insurance department.
• Create and distribute AxiUm reports to Orthodontic clinic management, residents and staff as requested; monitor faculty assignments including number and types of cases.
• Provide monthly summary reports to the Business Office; review clinic production and expenses; advise and make recommendations to ensure achievement of budget goals.
• Mange and approve usage of grant funds for Orthodontic treatment.
• Collaborate with the Business Office to enforce and maintain University policies, procedures, and internal controls; prepare account adjustments for submission; coordinate with Business Office to ensure timely collection of patient balances.
• Meet monthly with the Clinic Director to review clinic production/collection, A/R status and budget.
• Reconcile monthly Credit card purchases.
• Supervise, train, manage and evaluate the work performance of staff.
• Prepare correspondence, memorandums, reports, procedure manuals, and training manuals.
• Serve as clinic liaison with administration, faculty, and staff.
• Perform all other duties as assigned by the Clinical Director or designee.

Minimum Qualifications:

Knowledge of:

• Dental practice management.
• OSHA/HIPPA guidelines
• Dental and medical terminology/treatment and insurance procedures.
• Electronic dental billing systems.
• Basic knowledge of accounting, cashiering and collection processes.
• Microsoft Word and Excel, in-house e-mail systems, and database systems.

Experience:

• Minimum five years office management experience in a dental or medical office.
• Working experience with computers, records management, and insurance.
• Significant supervisory experience.

Education:

• Bachelor’s degree or equivalent work experience for 5 years

Working Conditions:

• Position is full-time, eight hours per day, five days per week.

Preferred Qualifications:

Knowledge of:

• Orthodontic practice management, dental terminology/treatment and insurance procedures.
• Bilingual skills helpful.

Ability to:

• Communicate effectively with patients, students, staff, faculty and administration.
• Provide leadership, training, and supervision.
• Maintain confidentiality of information.
• Demonstrate professional judgment in all situations.
• Organize and prioritize assignments.
• Effectively analyze data and make appropriate decisions/recommendations.
• Prepare manuals and reports concisely and logically.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job.

• Work performed is primarily general office/administrative with frequent use of computer keyboard and telephone.
• Requires sitting most of the working day; occasional standing, reaching, bending and walking.
• Occasional lifting of up to 15lbs should be anticipated.

Job Type: Full-time

Pay: $84,497.25 - $132,025.55 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Pet insurance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Management: 5 years (Required)

Work Location: In person