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Salary- High school diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
- Digital literacy/experience working with computers.
- Ability to communicate verbally and in writing; in clear, understandable English.
- Successful experience as a receptionist or in a customer service position with both over the phone and in person communication with a diverse patient or customer base.
- Demonstrated regular and reliable attendance.
- Demonstrated excellent customer service skills, attention to detail and thrives in a busy environment with many interruptions
- Must be a team player, collaborative, and enjoy working closely with a small team on an almost constant basis
- Must have a positive and outgoing personality and ability to assist patients in a friendly and positive manner at all times.
- Demonstrated ability to function with multiple priorities and interruptions
PREFERRED QUALIFICATIONS:
- One (1) year of medical / dental clerical experience to include keyboarding experience and experience interacting with people (i.e. receptionist, switchboard, etc.)
- Extensive experience working with a diverse population and working with interpreters
- Experience as a Dental/medical receptionist and scheduling patients electronically in a medical or dental office/clinic/hospital
- Experience using data look-up and data entry functions in an electronic health record
- Demonstrated ability to organize work under pressure
- Demonstrated advanced oral and written communication skills
- Experience with validating insurance information, prior authorizations, and following up on insurance claims is a plus
The University of Minnesota School of Dentistry TMD and Orofacial Pain clinic has an opening for a Front Desk Coordinator!
- The pay range for this position is $21.84 - 28.63/hour, depending on the finalist’s experience and qualifications for the position.
- The work hours are 7:45 a.m. - 4:30 p.m., Monday - Friday.
- This position is 100% onsite at the University of Minnesota – Twin Cities campus in Minneapolis.
The person in this position will be responsible for a wide variety of Clinic Front office tasks, including greeting and registering patients, verifying insurance, appointment scheduling, and coordinating with dental school student and residents.
The person in this position will be responsible for planning, prioritizing, and making decisions as a key member of the dental clinic team. This position is responsible for explaining complex policies and procedures to patients and to independently resolve problems and questions, with support from the clinic manager as needed.
Independent decision making is vital to this role. The person in this position must be able to maintain and create systems to manage the flow of the clinic and the flow of their workload, especially at times when there are not strict policies in place to guide situations. While every day brings something new, the clinic also runs on a regular cycle, and the person in this position must be able to decide how best to handle their role and move forward with those decisions.
Customer service is central to this role. We show care for each other and the patients, students, faculty, and staff, as they would like to be cared for by:
- Putting the patient first at every opportunity.
- Listening to understand each patient.
- Showing concern for each patient.
- Acting individually and with others to meet each patient's needs.
- Handling stressful situations with respect, concern, and in the appropriate manner to resolve the situation.
- Greeting patients, students, staff, faculty and the general public in a pleasant manner.
- Determining the nature and purpose of the visit and directing them to the specific destinations.
Responsibilities of this position include, but are not limited to:
Patient Check-In - 10%
- Check in patients in an accurate and professional manner.
- Identify and accurately collect co-pays or appropriate fees.
- Familiarize with insurance claims.
- Use computer-based systems to verify patient information.
- Understand and communicate benefit changes to members, or refer to appropriate resource.
- Communicate wait times in a diplomatic manner.
- Direct patients to the appropriate care area.
- Provide patients with appropriate forms, questionnaires, etc.
- Follows proper cash handling policies and procedures outlined by U of M.
- Collect fees from patients; calculate and give correct change, process payments received.
- Review demographic and insurance information, HIPAA compliance, etc.
Registration and Verification 10%
- Complete the registration process including review of the registration information for completeness and accuracy. Obtain further information, if necessary
- Verify insurance eligibility, if necessary
- Enter patient data in an accurate, efficient, and timely manner
Appointment Scheduling - 50%
- Prioritize and make decisions on a daily basis regarding clinic calendars.
- Develop processes, procedures, and tools to maximize efficiency of computer-based appointment scheduling.
- Communicate provider and clinic availability in a professional manner.
- Schedule appointments in an accurate and timely fashion using computer system.
- Maintain knowledge of appointment scheduling practices, policies and procedures including but not limited to the time for patients for faculty, first year residents and second year residents.
- Schedule for 4 faculty, 3 physical therapists and 4-5 residents. About an average of 16 dental patients a day and 16 physical therapy patients a day.
Communication/Administration 10%
- Plan and prioritize meetings such as the division meeting, clinical meeting and others.
- Answer telephone and respond appropriately to the caller depending on the caller’s needs
- Take and relay messages requiring follow-up to appropriate individuals
- Explain complex processes to patients and residents such as but not limited to treatment plans, billing issues, and SOD clinical policies.
- Prepare records and materials for new patient appointments
- Assist with the clerical duties of the clinic, e.g., scanning, making copies, etc.
- Schedule new patients and order interpreters when needed
- Coordinate emergency schedule changes
Student/Patient Coordination 10%
- Provide scheduling and administrative support to students and residents of the dental school.
- Process appointment requests and patient/student transfers in a timely manner.
- Communicate clinic and scheduling policies in a diplomatic manner.
- Educate residents about how a clinic is run.
- Schedule outside rotations for residents.
- Coordinate class schedule and clinical schedule.
Other Duties 10%
- Prior Authorization (PA)
Gathering needed information from patient, resident and faculty,
Reaching out to insurance companies and responding to patient and faculty inquiries about the PA.
Serving as backup and completely covering the PA process when our PA specialist is out of office.
- Treatment Planning
o Explain to patients what the plan entails and the estimated cost.
o Discuss the treatment plan with both patients and providers to make sure that everyone is on the same page before attaining legally binding signatures.
- Clinical Maintenance
We are the only dental hygiene program in the state associated with a dental school. Offering programs at the baccalaureate and master of science level, our integrated program prepares oral health professionals to collaborate from their first day in the profession.
We became the first dental school in the nation to educate dental therapists in 2009. Dental therapists perform basic preventative services, drill and restore teeth for children and adults and remove primary teeth under the supervision of a licensed dentist. As of 2023, we have graduated 91 dental therapists from the program.
Our work affects virtually every person in Minnesota. We educate approximately 73% of the state’s practicing dentists, 68% of licensed dental therapists, and 49% of dental hygiene educators. Our researchers develop and test restorative materials used by dentists around the world. We provide critical oral health care with more than 100,000 patient visits in our campus clinics and more than 16,000 patient visits at outreach sites in underserved communities throughout the state. We provide continuing dental education for 7,1000 practicing dental professionals each year.
The School of Dentistry is dedicated to creating a diverse, equitable, and inclusive workplace. Diverse teams, perspectives, and backgrounds create a strong and creative team that best serves the University’s many communities, on campus and beyond. The University is an Equal Opportunity Employer. Black, Indigenous, people of color, LGBTQIA+, women, veterans, and members of historically underrepresented communities are highly encouraged to apply.
For more information, please visit our website, dentistry.umn.edu.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
