Clinical Service Representative I

Main Campus (Gainesville, FL)
Jan 22, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515565
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Health Profession, Veteran's Preference Eligible
Department:34070101 - DN-ORTHODONTICS ADMIN

Classification Title:

Clinical Service Representative I

Job Description:

Scheduling: DOLPHIN Schedule and coordinate appointments in both DOLPHIN and AxiUm according to specialty (Ortho, Endo or Perio) and treatment to be completed. Print all clinic schedules daily. Ensure no-show patients are contacted by phone. Monitor doctors’ schedules through Outlook and cancel clinics accordingly as needed. Monitor AxiUm & DOLPHIN schedules for open slots and fill with patients desiring appointments. Maintain scheduling templates in DOLPHIN and Axium for Faculty Orthodontic, Endodontic and periodontic clinics: review and adjust accordingly every new semester. Send out recall cards monthly. Export confirmation calls daily for Faculty Orthodontic clinics from DOLPHIN to Housecalls. Follow-up with patients for continued procedures or after a bond-up. Complete school/work excuses and appointment cards. Receive, re-route, and return calls made to the specialty practices. Enter new patients into DOLPHIN and/or AxiUm. Complete and route radiology requests for the Faculty Orthodontic clinic. Recommend and implement operating policies and procedures. Run planned appointment report in Axium. Schedule to individual doctors goals to maintain profitability. Run planned appointment list weekly, phone patients who are unscheduled.

Finances: Complete transfer forms for patients and make necessary adjustment to patient account. Enter charges into AxiUm for Faculty Orthodontic, Faculty Endodontic and Faculty Periodontic clinics, collect payments, and allocate in AxiUm. Verify status of patient's account to ensure they are current before each visit. Initiate financial contracts for new patients. Review delinquent accounts and contact responsible party or patient for collection. Take collections ($) up to the business office daily. Initiate Payroll Deduction for all UF employees seeking treatment in Faculty Orthodontic, Faculty Endodontic and Faculty Periodontic clinics. Verify eligibility for Payroll Deduction plan through the UFCD Business Office. Initiate contracts for all Faculty Orthodontic Clinics when necessary. Fill out private insurance forms and submit to accepted insurances on behalf of patients for all clinics. Work with the UF College of Dentistry business office to review and maintain all accounts receivable for all clinics. Update Faculty Orthodontic clinic’s fees annually. Run a monthly aged balance report for endo, perio and ortho to call and collect payments, reset recurring payments for patients whose cards have been cancelled/renewed and re-send insurance claim forms for balances pending with insurance. Consult with each new orthodontic patient discussing payment options. Run new patient report monthly to measure how many starts each orthodontist have and keep an excel chart to measure the entire fiscal year. Provide credentialing of dental insurance to all new specialty faculty along with any DEA or NPI updates or requests.

General office duties: Maintain work area in an organized and clean manner. Represent department/clinic image to the public and maintain a helpful but business-like attitude towards the efficient operation of the clinics, and expected to dress and act in a highly professional manner. Update, copy, and order office supplies (forms, brochures, envelopes, business cards, appointment slips, folders, AAO forms). Label brochures and envelopes as necessary. Distribute mail and forms to appropriate offices in the college and/or department. Print copies of faculty practice Ortho schedules and bring to chartroom. Accountable for all quality assurance issues, handles all concerns and complaints of faculty, staff, students and patients in regards to clinic operations, equipment, workflow, and materials, and makes recommendations regarding office operations to the supervisor. Other duties as assigned. Create outside referral templates and fax them out. Enter Inner-clinic referrals and radiology requests per Doctors Request. Place IT requests for any needs including the uploading of patient x-rays/pictures in to axium. Template Dolphin and Axium provider schedules. Create letter templates for doctor/patient correspondence ie: narratives, follow up visits, inactivation letters. Yearly space report performed for specialty clinics. Time approval for specialty clinic employees.

Charts (college and department): Interacts with faculty, residents, and students to ensure that patient records are provided daily and maintained to support patient treatment programs effectively. Update patient information in two different online patient management systems (AxiUm and DOLPHIN), pull charts for appointments if necessary, and re-file; provide faculty with charts and models prior to consult with patient. Transcribe all patient medical histories before appointments. Responsible for maintaining records management of dental charts, including use of DOLPHIN and AxiUm software for chart tracking and editing patient information when changes occur in files. Keep correspondence and forms accurate and current utilizing system features in DOLPHIN and AxiUm. Ensure patient policies and procedures conform to legal and patient. Run and revise bad address report weekly.confidentiality requirements. Scan all referrals/forms/lab slips/letters into the appropriate system. Attend health fairs and expos promoting faculty practice. Promote faculty practice in the community by visiting offices in the vicinity to discuss our services.

Medicaid: Primary initial contact for patients seeking Orthodontic treatment. Screen calls, verify eligibility, accept referral faxes, and then give faxes to resident doing the patient examination for pre-qualifying. Make appointments for those who may qualify and offer those who will not qualify the option of self-pay. Give accepted patient's chart to insurance manager for data entry.

Expected Salary:


Minimum Requirements:

High school diploma or equivalent.

Preferred Qualifications:

  • 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)

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:


Advertised: 04 Feb 2021 Eastern Standard Time
Applications close: 07 Feb 2021 Eastern Standard Time

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