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Clinic Receptionist (Gr2) Graduate Orthodontic / Graduate Pediatric Dentistry

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

The UBC Dental Clinic uses state-of-the-art technology and an innovative architectural design to create a sophisticated, efficient space for learning, community service and research. The Nobel Biocare Oral Health Centre at UBC uses state-of-the-art technology and an innovative architectural design to create a sophisticated, efficient space for learning, community service and research.  The dental clinic in the Oral Health Centre provides the setting for the clinical practice component that are required for the completion of our programs.

Job Description Summary

Provide clerical support within the Main Dental Clinic, collaborating with students, staff, and Faculty across the Graduate Programs, while also serving as backup support to front desk reception as needed.

Organizational Status
Receives direction from the Clinic Director, Graduate Program Director and the Dental Assistant 4 for the Programs. Reports directly to the Clinic Administrator that reports to the Senior Clinic Manager, Resources and Operations. Works closely with the other Clinic Receptionists, insurance coordinator, students, faculty, and other staff.

Work Performed
- Respond to patient inquiries, assess screening suitability, and provide general treatment information.

- Schedule appointments, initial screenings, ongoing treatment, recall visits, and short-notice/cancellation appointments.

- Create and maintain patient records, including entry of materials, laboratory charges, and applicable fees as support to the students and DA4’s of the program.

- Process payments, enter and monitor payment plans, follow up on overdue accounts, and reconcile invoices with statements.

- Coordinate and follow up on internal and external referrals, including forwarding records and radiographs as required, ensuring completeness and accuracy. Downloads, scans, and sends radiographs and patient records at the request of patients or students. Provide administrative support for both in clinic and off-site facility procedures.

- Communicate with patients and families regarding treatment, accounts, and insurance coverage; scan and prepare documents as needed.

- Provide additional administrative support to the DA4s across programs as required, including coordinating patient records, ordering program materials, assisting with receipt and tracking of laboratory cases, following up with laboratories, off site facilities as needed, and liaising with students and DA4s to ensure timely communication and workflow continuity.

- Provides guidance and instructions to students on dental plans, ministry and other health fund coverage, including pre-determination procedures, and reimbursement processes. Liaises with dental insurance carriers to ensure patients receive maximum benefits. Verifies, prints, and submits dental insurance claim forms and resolves claim or processing issues

- This position will also provide front desk coverage and support as operational needs arise, ensuring continuity of service and patient care.

Consequence of Error/Judgement
Work is performed under clearly defined guidelines requiring minimum judgment on methods used to perform work. Resolves some problems but refer most to the supervisor. Errors can be corrected but could result in patients not receiving treatment when needed missing valuable clinical time.

Supervision Received
Works under general supervision with general instructions and guidelines.

Supervision Given
n/a

Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
High School graduation and completion of a Medical or Dental Office Assistant program (including terminology) and 1-year related experience or the equivalent combination of education and experience.

UBC experience is preferred.

Experience in a dental clinical setting is an asset.

Ability to type at 50 wpm and to operate the normal range of office equipment as may be required in the performance of duties, such as, data entry systems, calculators, copying machines.

Excellent communication and organizational skills required.

Word processing/spread sheet/computer experience required (dental database preferred). Ability to exercise tact and discretion.

Ability to work flexible schedules.