Additional Info

General Position Information

Position Number: 00090966	Working Title: Dental Clinic Scheduling/Intake Rep
Department Name: COD-Growth and Development UNMC	Reports To Title: Dental Clinic Supervisor

Position Description Details

Responsibilities and Duties

RESPONSIBILITY	TIME SPENT PERCENTAGE	ESSENTIAL FUNCTION	TASKS
Patient Scheduling	60	X	1. Triage appointments based on patient needs to schedule for dental/surgical clinic. (E) 2. Schedule interpretation services for needed appointments. (E) 3. Reschedules and cancels appointments and communicates with patients/family and clinics as needed. (E) 4. Coordinate/review daily schedule to verify patient attendance with Dental Clinic Associate and Supervisor. (E) 5. Based on the automated confirmation system, determine if patients are confirmed for appointments and follow up if unconfirmed (E) 6. Consult with faculty, residents, orthodontists, clinical staff, tele-dentistry coordinator and other members of the department to effectively schedule complex cases, emergencies, and medical compromised patients. (E) 7. Notifies appropriate leader, clinic or provider if/as Service Recovery is needed to resolve customer complaint/concern. (E) 8. Maintain HIPPA compliance and patient records. (E)
Patient Intake/Referral Coordination	30		1. Coordinates with families/physicians/educational personnel regarding referral for clinic appointments (E) 2. Conducts phone interviews with referral source and identifies anticipatory treatment (E) 3. Coordinates with referring clinician to obtain dental records/referral information for clinical appointments (E) 4. Coordinates, obtains and completes patient intake information for appropriate referral information documented for providers and for billing purposes, updates in computer (E) 5. Identifies the referral source and accurately documents in electronic dental record (E) 6. Maintain timely follow up with referral sources on missing information (E)
Clinical Administrative Duties	10		1. Release of Records are appropriately completed and records sent in timely manner (D) 2. Work in correspondence with Department of Health and Human Services foster programs in order to obtain guardianship authorization and consent for treatment (E) 3. Prepare and present front office communication for department meetings. (E) 4. Scan documents into electronic dental record. (E) 5. Check clinic voicemail and follow up in timely manner. (E) 6. Review and explain applicable registration forms to patients/family, and answer any related questions. (E) 7. Assemble new patient packets and distribute to parents/guardians via email, fax, or USPS (E) 8. Verify most recent medical history and update accordingly. (E) 9. Direct incoming calls to appropriate department members. (E)

RESPONSIBILITY

TIME SPENT PERCENTAGE

ESSENTIAL FUNCTION

TASKS

Patient Scheduling

1. Triage appointments based on patient needs to schedule for dental/surgical clinic. (E)
2. Schedule interpretation services for needed appointments. (E)
3. Reschedules and cancels appointments and communicates with patients/family and clinics as needed. (E)
4. Coordinate/review daily schedule to verify patient attendance with Dental Clinic Associate and Supervisor. (E)
5. Based on the automated confirmation system, determine if patients are confirmed for appointments and follow up if unconfirmed (E)
6. Consult with faculty, residents, orthodontists, clinical staff, tele-dentistry coordinator and other members of the department to effectively schedule complex cases, emergencies, and medical compromised patients. (E)
7. Notifies appropriate leader, clinic or provider if/as Service Recovery is needed to resolve customer complaint/concern. (E)
8. Maintain HIPPA compliance and patient records. (E)

Patient Intake/Referral Coordination

1. Coordinates with families/physicians/educational personnel regarding referral for clinic appointments (E)
2. Conducts phone interviews with referral source and identifies anticipatory treatment (E)
3. Coordinates with referring clinician to obtain dental records/referral information for clinical appointments (E)
4. Coordinates, obtains and completes patient intake information for appropriate referral information documented for providers and for billing purposes, updates in computer (E)
5. Identifies the referral source and accurately documents in electronic dental record (E)
6. Maintain timely follow up with referral sources on missing information (E)

Clinical Administrative Duties

1. Release of Records are appropriately completed and records sent in timely manner (D)
2. Work in correspondence with Department of Health and Human Services foster programs in order to obtain guardianship authorization and consent for treatment (E)
3. Prepare and present front office communication for department meetings. (E)
4. Scan documents into electronic dental record. (E)
5. Check clinic voicemail and follow up in timely manner. (E)
6. Review and explain applicable registration forms to patients/family, and answer any related questions. (E)
7. Assemble new patient packets and distribute to parents/guardians via email, fax, or USPS (E)
8. Verify most recent medical history and update accordingly. (E)
9. Direct incoming calls to appropriate department members. (E)

Zone Definition Factors

Impact

How quickly is the overall correctness of the work of an incumbent in this position typically determined?:

Very quickly determined

Include budget dollars, value of assets, and impact in terms of organizational exposure to risk/liability.

Describe the budgetary accountabilities for this position:

This position contributes to the overall financial operations of the clinic by scheduling the clinic at the appropriate level, maximizing available provider resources and clinic revenue. This position is the first entry point for revenue streams into the clinic operation. Failure to adequately perform at this position would compromise clinic revenue and ability to meet established budget.

What impact do the decisions/recommendations made by the position have on the department/campus?:

Decisions at this level can impact patient care volume and the educational experience of residents.

Contacts and Communications

TYPE OF CONTACT	LEVEL OF CONTACT	FREQUENCY OF CONTACT	PURPOSE OF CONTACT
Faculty/Staff/Residents	Internal to UNMC	Daily	To coordinate clinic activities, services, etc., directing communications, scheduling
Patients/caregivers and families and visitors	All Levels of Contact	Daily	To check in/out, to schedule/reschedule apopintments, collect fees, obtain and update information, direct communications
Outside clinics and assigned caregivers	External to UNMC	Daily	Coordinate referral and patient information

Supervision Received

Works under limited supervision. Performs duties with independence, using professional judgment and initiative to make decisions within established guidelines. The Dental Clinic Supervisor is available for consultation on unusual or complex matters.

Supervision Exercised

Does this position supervise?:

Type of Supervision Exercised:

Work Environment & Physical Demands

Working Environment

Office,Clinical

Patient Care and Contact - Age Specific Competency

Check the appropriate box(es) that describes the Age Specific population(s) served within the scope of this position.

Pre-School (3-6 years),School Age (6-12 years),Adolescence (12-18 years)

Activity Frequency

Sit: Continually (67-100%)	Bending: Not Required
Stand: Occasionally (1-33%)	Kneeling: Not Required
Walk: Occasionally (1-33%)	Reaching: Occasionally (1-33%)
Drive Motor Vehicle: Not Required	Crawling: Not Required
Squatting: Not Required	Climbing: Not Required

If other, please explain:

Lift, Carry, Push, Pull Activity

Lift: Not Required Not Applicable	Push: Not Required Not Applicable
Carry: Not Required Not Applicable	Pull: Not Required Not Applicable

If other Lift, Carry, Push, Pull, please explain:

Exposure

Animals (Category 1): NO	Moving Machinery: NO
Animals (Category 3): NO	Biohazardous Material: NO
Blood & Bloody Fluids: NO	Uncomfortable temperature/ humidity: NO
Radiation/ Radioactive: NO	Noise: NO
Chemical Hazards: NO	Working from Heights: NO
Electrical Hazards: NO	Confined Space: NO
3B or Class 4 Laser: NO	Dust and Dusty environments: NO
Hot Work: NO

If other exposure, please explain:

Use of Protective Equipment

Hearing Protection: NO	Eye Protection: NO
Half or Full Face Reusable Respirator: NO	Protective Clothing: NO

If other protection, please explain:

Use of Hands/ Wrists

Keyboard: YES	Pipefitting: NO
Fine Manipulation: YES	Grasping: NO
Repetitive Motion: NO

If other use of hands/ wrists, please explain:

Sensory

Ability to Speak: YES	Depth Perception: YES
Hearing: NO	Distant Vision: YES
Sight: YES	Near Vision: YES
Color Vision: YES	Peripheral Vision: NO

Emergency Conditions

During emergency conditions due to severe weather, natural disasters, major utility failures, or other unplanned events, certain personnel are activated to minimizethe impacts of emergencies and disasters, and to protect people, property, and restore the primary mission of the University of Nebraska Medical Center.These personnel occupy positions which are designated as 'Essential Positions.'

Essential: