Clin Svc Representative I

University of Florida•Gainesville, FL

10d•Onsite

About The Position

The Clinical Service Representative I is responsible for a variety of tasks related to patient scheduling, financial processing, chart management, and general office duties within specialty dental clinics (Ortho, Endo, Perio). This role involves coordinating appointments, managing patient accounts, ensuring accurate record-keeping, and maintaining efficient clinic operations. The position requires interaction with patients, doctors, and administrative staff, as well as proficiency in various software systems.

Requirements

High school diploma or equivalent.
Excellent organizational skills
Exceptional interpersonal skills
Strong written and verbal communication skills
Customer service skills
Microsoft Word and Excel skills (to process letters, spreadsheets, labels, and other documents)
Ability to multi-task
Ability to initiate, follow-through on, and complete projects
Ability to prioritize, plan, and organize work activities
Ability to establish and maintain effective working relationships
Ability to work effectively as a collaborative team member with a high a level of accountability and responsibility
Excellent follow-through
Mature
Responsible
Reliable

Nice To Haves

Dental experience preferred but not necessary
Some knowledge of dentistry would be helpful

Responsibilities

Schedule and coordinate appointments in DOLPHIN and AxiUm based on specialty and treatment, including Veterans Affairs coordination via fax, email, and phone.
Submit pre-authorizations and coordinate with Doctors/Radiology on approved procedures.
Print daily clinic schedules and prepare charts for accuracy.
Contact no-show patients by phone.
Monitor AxiUm & DOLPHIN schedules for open slots and fill with patients.
Log in to Intiveo to check for cancellation calls daily for Faculty Perio, Endo, and Orthodontic clinics.
Complete school/work excuses and appointment cards.
Receive, re-route, and return calls for specialty practices.
Enter new patients into DOLPHIN and/or AxiUm, ensuring all demographics are correct and complete.
Complete and route radiology requests for Faculty ortho and perio clinics.
Complete and route Inner Clinic Referrals to the Specialty Clinic and manage the online requesting appointment portal.
Recommend and implement operating policies and procedures to improve team workflow.
Schedule appointments to meet individual doctor goals for profitability.
Coordinate with Doctors for patient questions, office correspondence, and emergency situations.
Complete transfer forms for patients and adjust patient accounts by submitting ADJ forms through AxiUm.
Enter charges into AxiUm for Faculty Orthodontic, Endodontic, and Periodontic clinics, collect payments, and allocate them.
Verify patient account status to ensure they are current before each visit.
Initiate financial contracts for new patients.
Review delinquent accounts and contact responsible parties for collection.
Send adjustment request forms monthly to the business office for collection accounts.
Initiate Payroll Deduction for UF employees seeking treatment in Faculty Orthodontic, Endodontic, and Periodontic clinics.
Initiate contracts for all Faculty Orthodontic Clinics.
Work with the UF College of Dentistry business office to review and maintain all accounts receivable for all clinics.
Run monthly aged balance reports for endo, perio, and ortho to collect payments, reset recurring payments, and resend insurance claim forms.
Consult with new orthodontic patients regarding payment options.
Present Perio and Endo treatment plans to patients.
Verify all patients' insurance prior to visits and update verification of insurance forms.
Interact with faculty to ensure patient records are provided daily and maintained to support patient treatment programs.
Update patient information in AxiUm and DOLPHIN, and transcribe all patient medical histories before appointments.
Maintain records management of dental charts, including chart tracking and editing patient information in DOLPHIN and AxiUm.
Keep correspondence and forms accurate and current utilizing system features in DOLPHIN and AxiUm.
Ensure patient policies and procedures conform to legal and patient requirements, and revise bad address reports.
Scan all referrals/forms/lab slips/letters into the appropriate system.
Attend health fairs and expos promoting faculty practice.
Maintain work area in an organized and clean manner.
Represent department/clinic image to the public with a helpful and business-like attitude.
Label brochures and envelopes as necessary.
Distribute mail and forms to appropriate offices.
Accountable for all quality assurance issues, handling concerns and complaints regarding clinic operations, equipment, workflow, and materials.
Make recommendations regarding office operations to the supervisor.
Enter Inner-clinic referrals and radiology requests per Doctors Request.
Place IT requests for any needs, including uploading patient x-rays/pictures into AxiUm.