Job Description: Administrative Coordinator

PURPOSE OF THE JOB: The Administrative Coordinator acts as an assistant to the Doctor and his/her practice. Many of the Doctor's day-to-day operational duties may be transferred to this person who works under the direction of the Doctor and reports to the Doctor. The Administrative Coordinator also helps with the activities of both administrative and clinical teams as needed by each department.

FUNCTIONS AND ACCOUNTABILITIES are as follows.

Other dutiesmay be assigned:

  • Responsible for understanding ALL office operations and clinical systems in order tohelp with them as needed.
  • Prepare employee work schedules.
  • Be accountable for the Bonus Program data entry, goal posting, month endclosing, generation of end of day/monthly reports and the keeping of daily/monthly goals for morning huddles and joint team meetings.
  • Evaluate office production, revise procedures, and devise new forms with input from a department Team to improve efficiency of workflow.
  • Along with appointment scheduler open daily mail, and post incoming payments.
  • Help answer the telephone at first ring in a friendly and courteous manner and transfer appropriate calls to the Hygiene Scheduling Coordinator, Treatment and Financial Coordinator, and Scheduling Coordinator.
  • Accountable for making sure Doctors' schedules are blocked out properly in computer and on the schedule in Team room.
  • Accountable for formatting the working schedule for the year, minus vacation time of team members and doctor schedule.
  • Accountable for creating monthly Team Meeting agendas and year-end meeting agenda.
  • Post the Kitchen duty list, Team Meeting Agenda and Leader assignments, and Costco, Wal-Mart, etc shopping list.
  • Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of patient records.
  • Ask at huddle for Testimonials for the practice from satisfied patients.
  • Oversee practice and all financial arrangements for large cases over $2500.00.

"AS NEEDED" FUNCTIONS AND RESPONSIBILITIES

  • Determine Team staffing needs, recruit and help hire necessary personnel.
  • Assist Scheduling Coordinator when requested by Doctor or Scheduling Coordinator.
  • Help conduct new employee orientation to foster positive attitude toward company goals.
  • Help make sure all new Team members read and understand office policies as outlined in the office Policy Employment manual.
  • Assist Financial Coordinator when requested by Doctor or Financial Coordinator
  • Assist Doctor with preparation for and conducting employee performance evaluations.
  • Assist Hygiene Scheduling Coordinator when requested by Doctor or Hygiene Scheduling Coordinator
  • Help compile daily, weekly, monthly, quarterly and year-end reports
  • Fill in for Clinical Dental Assistant when needed due to medical absence, vacation, or other absence.
  • Produce report on number of patients leaving the practice, and the reason for leaving.
  • Participate in morning and Team meetings.
  • Help greet patients and visitors.
  • Help schedule appointments and make financial arrangements with patients.
  • Help answer the telephone and take messages.
  • Help coordinate patient flow.

QUALIFICATIONS AND REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: 3 years dental administrative and clinical dental experience including experience in personnel/human resources and 1 to 2 years data entry, word processing and general computer experience; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Sufficient command of English language to reassure patients and effectively present information and respond to questions from people such as patients, insurance adjusters and the general public. Sufficient command of dental terminology and procedures to communicate with dental and medical professionals.

MATHEMATICAL SKILLS:

Ability to add, subtracts, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

LICENSES and CERTIFICATIONS

Valid Driver's License

NotaryRepublic (if possible)

CPR certified

JOB PERFORMANCE DEMANDS:

This job performance demands explained here are representative of those an employee issues while performing the essential functions of this job.

While performing the duties of this job, the employee is:

  • Be interrupted;
  • Juggle multiple tasks;
  • Pay attention to detail;
  • Deal with irritated people and patients in pain;
  • Work as part of a team.
  • Change priorities;
  • Meet deadlines;
  • Respond to the needs of multiple bosses;
  • Think "on his/her feet";
  • Build rapport with patients, referring dentists, vendors;
  • Work more than 8 hours by choice;
  • Work mandatory overtime.
  • Sell ideas and opinions;
  • Work in a "fast-paced" environment;

EQUIPMENT or PROGRAMS USED:

  • Computer
  • Photocopier
  • Postage Meter
  • Dental Management Software
  • Bonus-Reward Program
  • Recognition Program
  • Microsoft Word
  • Microsoft Excel
  • Manager of the Monthly Numbers Board
  • Office Music
  • Office CE Travel Arrangments
  • Website manager