Specialist, Administrative Dental Clinic

NWTC•Green Bay, WI

5d•$21 - $22•Onsite

About The Position

Northeast Wisconsin Technical College is seeking an Administrative Dental Clinic Specialist to provide essential support to the NWTC Dental Assistant and Dental Hygiene Clinics. This role involves offering outstanding customer service to patients, visitors, and college personnel, providing accurate information about dental clinic services and college resources, and fostering a positive and inclusive atmosphere. The Specialist will collaborate closely with faculty to facilitate smooth clinic operations for faculty, students, dentists, and patients, and will serve as a backup to the Dental Clinic Technician-Coordinator.

Requirements

Technical Diploma in Dental Assistant or related field
Minimum two years related experience
BLS Provider CPR certification
Microsoft Office Suite, Microsoft Teams, data management system, and dental software
Strong organizational and multitasking skills to efficiently manage constant interruptions while maintaining attention to detail.
Dental knowledge and exceptional communication skills to engage with patients, students, staff, and college visitors.
An equivalent combination of education and work experience may be considered.

Nice To Haves

Experience working with a dental profession, reception, and billing processes
Bi-lingual in Spanish
Workday
Dentrix

Responsibilities

Coordinate patient scheduling and clinic flow to support efficient operations and student clinical experiences across dental programs.
Maintain and audit patient records and clinical documentation within Dentrix, ensuring completeness and regulatory compliance.
Manage patient charts to determine required actions related to payments, Medicaid/ForwardHealth eligibility, insurance claims, and completion of required treatment documentation.
Process patient payments, submit dental claims, reconcile transactions, and coordinate revenue reporting with the Program Director and Dean.
Serve as a resource for clinic communication and coordination through management of appointments, prescriptions, consultations, correspondence, and patient interactions via phone, email, fax, mail, and in person.
Maintain clinic forms, workflow protocol, and operational procedures to improve efficiency, consistency, and patient experience.
Maintain inventory and order clinic and office supplies, troubleshoot operational issues, and coordinate office equipment maintenance and work orders.
Ensure compliance with FERPA, HIPAA, OSHA, infection control, and institutional guidelines within a clinical education environment.
Serve as a resource for Dentrix (clinical software program) and related clinic systems by providing ongoing support for students, faculty, staff, interpreters, interns, and work-study employees.
Guide first-year dental students on patient registration, scheduling, family file management, charting, and patient communication workflows within Dentrix.
Conduct advanced and system upgrade training for second-year students and support the adoption of updated software features and workflows.
Assist users with clinical technology, system navigation, and workflow optimization.
Collaborate with Dental Hygiene & Dental Assistant faculty, students, and support staff teams to support clinic operations, workflow efficiency, and patient care delivery.
Coordinate patient referrals and documentation exchanges with community dental partners, including the N.E.W. Community Dental Clinic.
Manage patient call lists, screening schedules, interpreter coordination, and communication needs to support patient access and continuity of care.
Assist faculty, students, and patients with access to digital radiographs, intra-oral photos, perio charts, and clinical documentation resources.
Support student clinical operations through maintenance of MS Teams phone numbers, voicemail systems, and communication resources for Dental Hygiene students.
Maintain radiography tracking and grading spreadsheets, ensuring data entry, monitoring the organization of student clinical data.
Manage and import emailed X-rays into Dentrix.
Provide operational back-up support for Dental Clinic Technician responsibilities to maintain uninterrupted clinic operations and instructional activities.
Process and sterilize dental instruments in accordance with infection control, OSHA, and clinic protocols.
Assist with equipment troubleshooting, maintenance coordination, operatory readiness, supply stocking, and support of faculty and students during clinic operations.
Exercise independent judgment, prioritization, and problem-solving in a fast-paced clinical and educational environment with frequent interruptions and competing demands.
Demonstrate advanced organizational, communication, and interpersonal skills when working with patients, students, faculty, staff, interpreters, and community partners.
Maintain specialized knowledge of dental terminology, clinic workflows, patient management systems and software, regulatory requirements, and educational clinic operations.
Contribute directly to operational efficiency, student success, regulatory compliance, and quality patient care within the dental clinic environment.
Plays a vital role in clinical success, ensuring both operational efficiency and high-quality patient care.