Description
University of Colorado | CU Anschutz

School of Dental Medicine

OMFS Program Assistant (Program Assistant I)

Position #00735905 – Requisition #23933

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date.  Information regarding this requirement, and exemptions can be found at:

Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2

Denver: https://www.ucdenver.edu/coronavirus

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

Anschutz Campus – Exemptions are allowed for medical or religious reasons.Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.Consolidated/Central Services Administration – Will follow Anschutz policy on exemptions.

The University of Colorado Denver seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The School of Dental Medicine has an opening for a full-time University Staff (unclassified) Progam Assistant position.

As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City.

CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown.  Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million. Read CU Denver Quick Facts here.

Nature of Work

Performs a broad spectrum of self-directed duties related to the effective and efficient overall function of the CU School of Dental Medicine Oral and Maxillofacial Surgery Division (OMFS).  Act as a liaison between the patient and the physician for all non-clinical communication and will coordinate the day-to-day calendars and logistics for assigned physicians. Manage the surgical appointment schedule for physicians including scheduling surgical procedures and clinic appointments. Manage medical referrals and authorizations. Interaction with insurance companies and working knowledge of various types of insurance along with CPT and ICD-10-CM Diagnosis coding.

Examples of Work Performed

Medical Insurance Verification/Authorization/Scheduling – 45% (Essential Function)

Responsible for collection of accurate insurance information for all OMFS patients.  Responsible for verifying patient insurance coverage, to ensure necessary procedures are covered by an individual's insurance provider. Obtain prior authorizations or referrals for patient’s treatment. Obtain financial documentation signatures of necessary documents that are pertinent to each patient’s specific plan. Work with the oral surgeons to code planned office and operating room procedures based upon patient’s medical needsCode procedure  and diagnosis with CPT and CDT codes and diagnosis codesCorrectly and accurately crosswalk CPT codes to dental codes when needed for insurance purposesContact all medical insurance companies prior to procedure to ensure correct authorization is in place Initiate and follow-up on all medical authorizations.  If needed: appeal denied authorizations and work with provider, patient and insurance company to get an approvalSchedule operating room (OR) procedures after proper authorization has been obtained: coordinate providers schedules and OR schedules  Maximize OR space and utilize all OR time availableCommunicate effectively and efficiently with patients about OR procedures: schedule pre-surgical and post-surgical visits within the OMFS office and with the hospitalCoordinate pre-surgical and post-surgical care with referring providers (ensure records are sent to all referring doctors as well as obtain records from the referring provider)Set up and coordinate meetings between the oral surgeons and the referring providers to allow for best possible patient care.

Examples of Problems/Challenges:

Must keep patient insurance up-to-date in all OMFS charts. Must have proficient knowledge of insurance terminology and be able to communicate any insurance issues to patient in a timely matter.Must ensure medical insurance authorization is current and covers proper procedure codes to be completed. Ensure proper communication with patients in regards to the coverage of procedures and the financials with their specific medical insurance plan.

Referral Coordinator – 35% (Essential Function)

Manage day-to-day interactions, communications, and clinical schedule. This includes proactive monitoring and manipulation of the schedule to maximize utilization of the clinic facilities, dental assistants, and surgeons. Coordinate with Business and Clinical Operations Manager of the Oral and Maxillofacial Surgery Division of any other needs in support of highly productive and efficient clinical operations.Ensures all received referrals are entered into the referral drive in a timely manner. Contacts patients being referred and schedule within the oral surgery discipline that is appropriate. Responsible for managing all communications with referring office in regards to x-ray to provide all necessary information for the resident to provide an evaluation. Communicates with referring offices of any changes to the Dental School’s policies and scheduling. Responsible for maintaining a positive and high-quality relationship with outside clinics to ensure proper care for all patients being referred to the OMFS.

Maintain consistent and open communication with Business and Clinical Operations Manager, staff, oral and maxillofacial surgeons. Maintains compliance with HIPAA when discussing important matters.Works closely with the program administrator on a routine basis with regard to allocation of patient assignment to ensure that the patients are going to the appropriate surgeon. Manages surgeon schedule changes and makes the appropriate modifications as to limit impact on the clinical schedules and patient’s continuity of care. 

External referralsResponsible for the intake process on all outside/external referrals to the Oral and Maxillofacial Surgery Division as well as assignment of these patients to respective Oral and Maxillofacial Surgeons.Ensure charts are created and obtain medical and dental insurance. Ensure patient understands insurance process and obtain authorized referral if needed. Communicates dental and medical care of the patients with their assigned surgeon.  This will also include financial and logistical coordination of the proposed and/or recommended dental care prior to their appointment. Explains to the patient what they owe. Works with Business and Clinical Operations Manager on financial and insurance needs of patient.

Internal referralsResponsible for the intake process on all internal referrals to the Oral and Maxillofacial Surgery Division as well as assignment of these patients to respective Oral and Maxillofacial Surgeons.Communicates dental and medical care of the patients with their assigned surgeon.  This will also include financial and logistical coordination of the proposed and/or recommended dental care prior to their appointment. Explains to the patient what they owe. Works with Business and Clinical Operations Manager on financial and insurance needs of patient, if needed. Examples of regular, on-going decisions made by this position related to this duty:

Makes decisions regarding referrals without direct supervision on a regular basis.  Management and coordination of these responsibilities is crucial to properly managing the day-to-day interactions, communications, and clinical schedule of the Oral and Maxillofacial Surgery Division. Communication with the direct supervisor should be done systematically to keep them informed and up to speed.  Determines all locations, dates, and times of the appropriate procedures within this role.Under the direction of the Oral and Maxillofacial Surgery Business and Clinical Operations Manager, use independent judgment to develop forms for use in running in accordance with the policies of the program. Develops and maintains a pathway for external and internal referrals to be in compliance with scheduling and coverage requirements

Examples of Problems/Challenges:

Must keep the patient’s needs as the primary concern to insure great costumer service as well as treatment. Must be mindful of coordination of both internal and external referrals to avoid patients being lost in the system or forgotten. Keeping an open line of communication with surgeons, program administrator and patients in regards to scheduling conflicts due to busy surgeon schedules.It is essential to have a dedicated employee managing all aspects of this duty otherwise there would be a disruption in patient care and receiving dental and medical treatment, coordination of the clinical schedule with proper covering faculty, potential complications to continuity of care, proper management of the director’s schedule relative to the program, clinical schedule and coverage schedule.

Office Management – 25% (Essential Function)

Interprets practice policies and procedures of the OMFS concerning appointment scheduling, patient financial arrangements, acceptance of insurance plans and advises the patients.Develops and refines existing internal processes for the continued success and efficiency of the department. Interprets and explains university, state and federal rules and regulations concerning the release of patient records.  Arranges for the duplication of records and distributes appropriately.  Ensures that duplicated information is sent to requesting agent in a timely manner following clinical and school guidelines to release patient information.Monitor patient check-in and check-out. Facilitates efficient and professional patient/resident/faculty interaction. Retrieves records from archives and directs to requesting agent.  Manages all scheduling for all appointments in Oral and Maxillofacial Surgery. Provide support for provider correspondence, to include patient letters, FMLA, duty level, disability forms, etc.Cross covers for other staff members for breaks, lunches, vacations, etc. and during variations in workflow as needed.Provide front desk reception support to the Division of Oral and Maxillofacial Surgery. Receive and greet patients, sales representatives, providers, staff, and visitors in a professional manner.

Examples of regular, on-going decisions made by this position related to this duty.

• Makes decisions and implements process improvements regarding front desk procedures, documents, etc. that could improve the overall interactive process with patient contact. 
• Determines accuracy of patient records and making necessary additions/edits to patient records as necessary to ensure patients are not put in the system more than once.
• Conducts self-guided decision making around operating room scheduling and coordination.
• Identifies correct protocol/policies from a broad spectrum of choices and obtains authorized referrals for patients

Examples of Problems/Challenges:

• Handling irate patients either by incoming telephone inquiries or by greeting them in person to address their issues and concerns and defusing the situation before it would get out of hand.
• Scheduling patient with the next available faculty member without compromising the patient treatment or care.
• Files could be in offsite storage for patients who have not been seen for two or more years.  Locates file and requests from support services for the return to copy and send files to requesting agent.  Determines and informs requesting agent of period for the request to be completed and sent.  Contacts requesting agent if there is a delay.
• Meeting the challenges and demands of patient scheduling.  Schedule patients around faculty schedules, clinic schedules, operating room schedules, and lecture schedule successfully. 

Other Duties –  (Non-essential Function)

On occasion, this position may be assigned other duties needed to help drive to the vision, fulfill the mission, and uphold the organizational values of the University and the School of Dental Medicine.

Qualifications
Minimum Requirements

Four years of technical support and/or administrative support experience in a healthcare environment.

Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the general clerical experience but not for the specific experience.

Preferred Qualifications

Experience working within a higher education and/or medical education environment.Familiarity with insurance processing and medical and dental procedure codes Patient accounting experience in a medical provider settingTechnical or specialized medical records and medical insurance experience that includes medical records coding

Required Knowledge, Skills, and Abilities

• A sound knowledge of medical coding guidelines and regulations including compliance, reimbursement, and ICD-10-CM and CPT-4 coding conversions
• Medical Terminology
• Coding procedures using medical codes and translating them to dental procedure codes and vice-versa
• Strong interpersonal and customer service skills with the ability to establish rapport with persons of diverse backgrounds.  Includes experience working with students, staff, faculty, and patients within an academic medical environment.
• Ability to interpret complex rules, regulations, policies, procedures, and guidelines.
• Must possess a professional demeanor and have experience that demonstrates problem solving skills and the ability to manage multiple tasks and work independently with minimal supervision.
• Detail oriented, self-motivated, a fast learner and possess excellent time management, organizational, written and verbal communication skills.
• Ability to take direction and use independent judgment to coordinate various tasks and meet deadlines.
Ability to handle sensitive matters that require discretion and confidentiality

Salary and Benefits:

The salary range (or hiring range) for this position has been established at $49,104 - $54,144  

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu.

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Job Category: Professional Support Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Mar 24, 2022
Unposting Date: Ongoing