Treatment Coordinator

Socket.dev; Edmonton; On-site; CAD 55,000 - 65,000; Full time

Job summary

The University of Alberta’s Oral Health Clinic on North Campus Edmonton is seeking a Treatment Coordinator to provide administrative support to patients, students, and residents. The role requires coordinating referrals, scheduling, and maintaining patient charts in a busy clinic environment.

Reporting to the Patient Management Services Supervisor, you will work with program directors, leads, and faculty to ensure efficient clinic operations and high-quality patient care.

Qualifications

• Office admin/secretary training and relevant post-secondary education.
• Minimum five years in dental/medical office.
• Experience with Electronic Health Records required.
• Dental terminology background required.
• Strong communication and interpersonal skills.
• Proficient in email, calendar, Word, Excel, and scheduling software.
• Able to work independently with motivation.
• Accurate with attention to detail.
• Able to prioritize tasks and meet deadlines.
• Excellent customer service in a fast-paced environment.

Responsibilities

• Coordinate referrals and assign patients to programs and staff.
• Schedule and manage patient appointments and recalls.
• Maintain patient charts and document communications.
• Run reports and monitor clinic utilization and case availability.
• Collaborate with program directors and leads on patient assignments.
• Assist with chart audits and program documentation.
• Provide costs and payment options information to patients.

Skills

Excellent communication

Interpersonal skills

Attention to detail

Prioritization skills

Customer service

Independent work

Education

Office Admin/Medical Secretary certificate

Registered Dental Assistant preferred

Tools

Electronic Health Records

MS Office (Word, Excel, Calendar)

Job description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is in-person at North Campus Edmonton.

Reporting to the Patient Management Services Supervisor and supporting the Program Directors and the Discipline Lead. The Treatment Coordinator provides administrative support to the patients and students/residents. This position works in a busy environment, answering a high volume of phone calls and interacts daily with patients and students/residents.

*Treatment Coordinators may be assigned to various programs areas within the School of Dentistry Oral Health Clinic. These include but are not limited to the CCD Undergraduate Clinic, Specialty Clinics (Oral Surgery, Implants, etc), General Practice Residency (GPR) Clinic, Periodontology Graduate Clinic, etc. The general tasks and responsibilities are similar regardless of the specific clinic. The initial assignment will be to Implant Clinic.

Responsibilities

Patient Coordination:

• Assigns incoming referrals to a student/resident
• Assigns patients to programs in the Oral Health Clinic
• Transfers patients between various programs in the Oral Health Clinic
• Assigns the order in which students/residents see their patients based on patient and student needs
• Helps coordinate the sequencing of appointments for patients being treated with the students/residents
• Brings queries regarding patient assignment to Leads or Program Directors
• Coordinates internal referrals to specialty programs and follows up on patient return.
• Helps facilitate the sequencing of patient appointments to ensure correct time frames are maintained for the type of treatment being performed and to meet the treatment needs of the patient
• Works with the Director to implement the exit of patients
• Documents all patient communication in contact notes
• Receives correspondence and radiographs from private practice and enters into patient chart
• Initiates and books appointments, including those for new patients and recalls based on patient and student/resident needs
• Reviews appointments daily in order to ensure maximum clinic utilization
• Reviews case histories and identifies students/residents that are in need of specific treatment type cases and distributes as required in consultation with the Program Director
• Ensures treatment plans have been entered and the treatment status is correct
• Monitors the booking schedule for efficiency
• Follow-up on progression of lab cases
• Runs and monitors standardized reports on a weekly basis for the purpose of monitoring experiences and case availability
• Reviews reports and extracts data for spreadsheets and other applications - advises the Program Director of the findings from these reports
• Liaises with Program Director, Scheduling Clerks, and/or students/residents, regarding patient case histories and appointments
• Assist in preparing documentation for chart audits
• Provides essential general program information to patients prior to and during the initial stages of treatment, this includes costs and payment options

Academic Staff:

• Consults with Leads and/or Program Directors with regards to desired clinical experiences and assignment of patients as required
• Responds to instructors re patient assignment and scheduling queries
• Runs reports for faculty for grading, tx progress

Students/Residents

• Responds to students/residents re patient assignment and scheduling queriesProvides monthly assessments of students/residents patient management skills to Program Director
• Ensures all students/residents have a varied assignment of patients to meet the range of educational experiences
• When required, tracks each student’s/resident’s assigned: planned, in progress, and completed patient experiences

Chart Maintenance:

• Receives chart sign offs from students/residents and checks that all chart entries are accurate and approved
• Follows up on any chart deficiencies
• Assign / Consult with Lead or Program Director about assignment
• Coordinates other educational program initiatives as required
• Provides backup to other Treatment Coordinators as required

Qualifications

• Office Administration/Medical Secretary Certificate or relevant post-secondary training, Registered Dental Assistant preferred.
• Five years relevant experience in a dental/medical office environment.
• Experience working with Electronic Health Record systems is required.
• Dental terminology and background is required..
• Excellent communication skills and interpersonal skills.
• Proficiency using email and calendaring, Word, Excel, and scheduling software.
• Ability to work independently, with a high level of motivation.
• Accuracy and attention to detail.
• Ability to prioritize activities and meet deadlines.
• Exceptional customer service skills working within a fast-paced environment.

This position offers a comprehensive benefits package.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

The Faculty of Medicine & Dentistry is one of the world's top academic health science centres. With 21 departments, multiple research institutes and centres, and a focus on excellence in education, research, and clinical care, the faculty trains outstanding medical and dental professionals and drives global health innovation in collaboration with partners across sectors.