Clinical Service Representative II (Treatment Coordinator)

University of Florida • Gainesville, FL

6d

About The Position

UF College of Dentistry is seeking a Clinical Service Representative II to serve as a Treatment Coordinator supporting its TEAMS Program, an essential part of clinical operations for the undergraduate dental program. This patient-centered, student-friendly role supports high-quality dental education and patient care. Each coordinator manages one team of approximately 21 student dentists and their collective patient pool of roughly 700 patients.

The coordinator uses a PC, the axiUm patient management program, and electronic mail to manage schedules, patient care needs, student and patient relations, and financial accounts. The role also supports communication among student dentists, faculty, patients, the Business Office, and other appropriate university personnel; assists with surveys and quality assurance; and provides operational coverage and administrative support.

Requirements

• High school diploma or equivalent.
• Two years of relevant office experience; appropriate college coursework or vocational/technical training may substitute at an equivalent rate.
• Proficiency operating a computer and familiarity with Windows and Microsoft Office, including Word and Excel.

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.

Responsibilities

• Advise and assist student dentists with clinic schedules, patient financial accounts, student-patient relations, and student-faculty relations for an assigned team.
• Schedule clinic chairs and manage the clinic schedule to support timely patient care and clinical experience for dental students.
• Work with fellow treatment coordinators and conduct chart reviews with students at least once per semester.
• Act as a liaison between students and faculty regarding patient treatment and student progress.
• Track patient financial accounts throughout each student dentist’s two-year period in the dental clinics and assist students in notifying patients when accounts are not current.
• Manage an assigned team of approximately 21 students and 700 patients; meet with student dentists and their faculty Team Leader, communicate with the Team Leader throughout the week, and share clinical and scheduling changes.
• Facilitate transfers of patients between team members and maintain written and verbal communications, contact notes, and attachments in patient records.
• Conduct team meetings and morning huddles as needed and maintain meeting minutes.
• Liaise with patients in person or by telephone regarding accounts, treatment progress, updates, and health-related matters when a student is unavailable.
• Route patient-care questions or problems to appropriate faculty, the Team Leader, department chair, or Patient Advocate.
• Generate financial reports on patient accounts and refer uncollectible accounts to the Business Office when necessary.
• Assist student dentists with insurance policy changes, submissions, and verification.
• Communicate regularly with the Business Office regarding Medicaid coverage, contracts, patient payments, refunds, duplicate charges, fee-code changes, and policy changes.
• Distribute, collect, and process UFCD or American Dental Association survey forms; 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 during absences and provide coverage for other Treatment Coordinators if requested.
• Perform rotating reception and mail duties, chart locker audits, and other related duties as assigned.

Benefits

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

What This Job Offers

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