Clinical Service Representative II (Treatment Coordinator)

University of Florida • Gainesville, FL

7d • $16 - $18

About The Position

UF College of Dentistry is seeking a Clinical Service Representative II to serve as a Treatment Coordinator supporting the TEAMS Program, which helps manage clinical operations for the undergraduate dental program. The patient-centered, student-friendly position supports UFCD’s mission to provide high-quality dental education and exceptional patient care.

Each coordinator manages one team of approximately 21 student dentists and a collective patient pool of roughly 700 patients. The role involves continuous use of a PC, the axiUm patient management program, and email to coordinate, schedule, and monitor patient care needs.

The coordinator supports student dentists with clinic schedules, patient financial accounts, and student/patient and student/faculty relations. The role also coordinates clinic chairs, facilitates team communications and patient transfers, serves as a liaison among patients, students, and faculty, and assists with financial reporting, insurance matters, surveys, quality assurance activities, and general office duties. The position includes proctoring mock board examinations twice per year, attending weekly Treatment Coordinator meetings, and providing coverage for colleagues as needed.

Requirements

• High school diploma or equivalent and two years of relevant office experience; appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

• Two years of dental clinic experience.
• Experience scheduling in a multi-practitioner dental practice.
• Proficiency with a multi-line phone system and communication skills to answer multiple questions.
• Experience using general office equipment, including a facsimile machine, computer, copier, and calculator.
• Computer skills and proficiency with Windows and Microsoft Office, including Word and Excel.

Responsibilities

• Advise and assist student dentists with clinic schedules, patient financial accounts, and student/patient and student/faculty relations for an assigned team of approximately 21 students.
• Schedule clinic chairs and manage clinic schedules so chairs are filled and patients receive timely care while students gain clinical experience.
• Work collaboratively with fellow Treatment Coordinators and conduct chart reviews with students at least once per semester.
• Serve as liaison between students and faculty regarding patient treatment and student progress.
• Track patient financial accounts throughout student dentists’ two-year clinical period and help students notify patients when accounts are not current.
• Meet with student dentists and their faculty Team Leader, communicate with the Team Leader throughout the week, and update students and the Team Leader about clinical and scheduling changes.
• Facilitate patient transfers between team members and document written and verbal communications, contact notes, and attachments in patient records.
• Conduct team meetings and morning huddles as needed and maintain meeting minutes.
• Communicate with patients in person or by telephone regarding accounts, treatment progress, and health updates when the student is unavailable.
• Route patient-care questions or problems to appropriate faculty, the Team Leader, department chair, or Patient Advocate.
• Generate financial reports regarding patient accounts and refer uncollectible accounts to the Business Office when necessary.
• Assist student dentists with insurance policy changes, submissions, and verification; communicate with the Business Office about Medicaid coverage, contracts, payments, refunds, duplicate charges, fee-code changes, and policy changes.
• Distribute, collect, and process UFCD- or ADA-related surveys; collect data and prepare reports for UFCD Quality Assurance and Compliance.
• Proctor clinical examinations (Mock Board Examinations) twice per year and participate in UFCD quality assurance processes.
• Attend weekly Treatment Coordinator meetings with the Manager of Clinical Operations.
• Cover for fellow coordinators and other Treatment Coordinators when requested or needed.
• Perform reception and mail duties on a rotating basis, conduct chart locker audits, and perform other related duties as assigned.

Benefits

• Low-cost State Health plans, dental plans, and vision coverage.
• Domestic partner coverage through GatorCare.
• Optional life, disability, legal, and accident insurance.
• Competitive pension plans, investment accounts, and voluntary 457 deferred compensation and 403(b) plans.
• Vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave.
• For TEAMS employees, approximately 22 vacation days, 13 sick days, and 4 personal leave days annually, with accruals based on full-time employment.
• Paid family leave of eight full weeks over a 24-month period.
• GatorPerks discount program offering savings at businesses and retailers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED