Maniilaq Association

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Title:  Administrative Assistant/Scheduler                                                                            Range:  13

Program:   Dental                                                                                                             Status:  Non-Exempt

Housing Priority: None                                                                                                       Covered:  Yes      

POSITION SUMMARY

Under the guidance of the Dental Clinic Manager, enters data in the Resource Patient Management Systems Dental and Scheduling package (DDS / SD) system, including on-going data entry, data processing, and data extraction.  Maintains an accurate inventory of clinical/administrative supplies needed to support the dental program; oversees the DDS RPMS system, including on-going data entry, data processing, and data extraction; processes purchase orders, travel/check requisitions, etc; arranges repairs of clinical and administrative equipment as needed; schedules dental appointments; performs word processing as required. Reports directly to the Dental Clinic Manager.

PRINCIPAL DUTIES AND RESPONSIBILTIES

1.       Schedules dental appointments and provides reminder phone calls prior to appointments.   Advises patients regarding the importance of reporting for appointments as scheduled.

2.       Responds respectfully and appropriately to clients and other health care providers.

3.       Establishes and maintains inventory database of dental/administrative supplies restocking as necessary.  Implements procedures for tracking, receiving, handling, processing, and distribution of supplies and equipment.

4. Complete travel/lodging arrangements, purchase orders and check requisitions using proper forms and protocol.   

5.       Maintains patient program data in a secure, organized, and confidential manner.

6.       Maintains patient’s charts. Including but not limited to, creating new patient’s charts, archiving deceased patient’s charts and overall chart organization.

7. Provides data processing for purchases of materials, supplies, and services as appropriate.  Follow-up by telephone or written correspondence with vendors as necessary.
8. Prepares work orders for repair services on equipment (fax, copiers, etc.) on request.  Assists the operations manager in executing regular quality assurance activities (ordering admin. Supplies, re-stocking, or cleaning storage areas).
9. Provides direct office support including general office appearance, telephone reception, and typing.
10. Participates in development and implementation of departmental goals and objectives.
11. Assists in keeping open appointments filled by calling in patients from the waiting lists.
12. Coordinates with providers to make sure tele-med cases are processed and responses are sent to the village clinics in a timely manner.
13. Assists dental manager with collection, processing and follow up for dental patient referrals.
14. Prepares dental insurance pre determinations for procedures that require it for payment.

MINIMUM REQUIREMENTS

High school diploma or equivalent.  Possess ability to enter/extract data at a competent pace.  Reads and responds to a visual display screen.  Must possess good problem solving ability, as well as have good communication skills and able to operate basic office equipment.  Must be independent and well organized.  Must become competent in both word processing and relational data processing.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be considered an exhaustive list of all responsibilities, duties and skills required of personnel in this job, and the employer reserves the right to revise or change this description.  This description does not constitute a written or implied contract of employment.  To perform this job successfully, an individual must be able to satisfactorily perform each of the above essential duties and meet physical demands.  Reasonable accommodations may be made to enable individuals with disabilities to meet those conditions.