For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.
This position is not eligible for Visa sponsorship now or in the future.
Sponsorship
Position Summary Information
Primary Purpose
Under the general supervision of the Group Practice Manager, performs duties related to the management of the clinic group practices and provides support to faculty, staff and students consistent with the clinic mission.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
Essential Functions
- Manage assigned group practice chairs and patient flow during clinic session; maximize the utilization of all chairs; monitor student attendance in clinic session; reassign chairs as necessary resulting from no-shows or failed appointments.
- Communicate with patients regarding issues or complaints, assist patients in finding a resolution to their issue, refer as necessary to appropriate student, GPL or Patient Relations Liaison.
- Develop, maintain and/or distribute all relevant clinical team reports and correspondence including:
- Quarterly student productivity reports
- Daily spreadsheets for student case management
- New patient screening data report
- Patient assignments report
- Chair utilization report
- Letters of recommendation, beyond the scope letters, referrals, and reminders of clinic policy
- Student roster and language list
- Daily seating report
- Attend daily huddles and ensure student attendance to huddles; conduct huddles as needed in the absence of the Group Practice Leader (GPL).
- Meet and provide feedback to GPLs regarding patient assignments, track follow-up and continued care with patient assignments.
- Provide administrative leadership within the team in the absence of the GPL; provide administrative coverage by managing, communicating and resolving issues with students, patients and group faculty.
- Manage and oversee student extramural rotation schedule, ensuring that they are complying with all policies and protocols, answering student questions, monitoring student attendance at extramural rotations, and making any scheduling changes as they arise throughout the course of the academic year, keeping in communication with students about any changes to their schedule.
- Scan and export all patient medical documents, correspondence, referrals, and forms into Axium.
- Accurately review and update patient information to include assigned student, faculty, clinic assignment, and active/inactive status; set and monitor medical alerts and keep any necessary contact notes on patient interactions in Axium.
- Coordinate and refer students and patients following a blood borne pathogen exposure in a timely and professional manner.
- Instruct and assist students as needed regarding the use of Axium software for daily functions (i.e. appointment requests, rolodex and patient information, personal planner, assisting and attendance credit).
- Coach students regarding patient communication, time management, professional clinic behavior and acceptable clinic attire.
- Participate in quarterly GPL interviews and provide feedback regarding student progress.
- Manage and convert all appropriate appointment requests submitted to the Group Practice via Axium accurately and in a timely manner; review request to ensure proper adherence to clinic protocols regarding appointment making, monitor appointments for any improper appointments or scheduling not within protocols.
- Provide coverage for other group practices and administrative staff as needed.
- Perform all other duties assigned by the Group Practice Manager, GPL or designee.
Minimum Qualifications
Knowledge of:
- Principles of business letter and report writing.
- Intermediate level of Microsoft Word, Excel and e-mail systems.
- Basic accounts receivables and payables.
- Dental terminology and treatment planning.
- axiUm Dental Software Program or other clinic patient information system.
Experience:
- Minimum of two years experience in a dental office environment.
Education:
- High school diploma or equivalent.
Working Conditions:
- Position is 7.5 hours per day, five days per week, Monday through Friday.
- Must be available to work evening hours on Monday and Thursday evenings until 7:00 pm.
- Must be available for occasional overtime, weekend, and evening assignments.
Preferred Qualifications
Ability to:
- Maintain professional demeanor at all times.
- Maintain confidentiality of materials and information.
- Manage time, organize duties/assignments, and set priorities to meet multiple deadlines.
- Ability to multi-task and work under pressure with minimal supervision.
- Work effectively and accurately with multiple interruptions.
- Demonstrate effective and professional written and verbal communication skills with all constituents.
- Demonstrate strong attention to detail.
- Demonstrate problem solving and follow-through skills.
- Demonstrate ability to recognize and control volatile situations.
- Demonstrate ability to be flexible and accommodating when changes happen upon short notice.
- Work independently and as a part of a team.
Other:
- Experience and sensitivity in working with people of diverse backgrounds and cultures.
- Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
- Ability to engage and integrate culturally responsive practices and knowledge in their work.
Physical Requirements
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse, and telephone.
Hiring Range: $33.26 per hour
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.
AA/EEO Policy Statement
University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.