Administrative Assistant II - 2808

The Chronicle Of Higher Education, Inc.; Aurora (CO); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical and dental plan options

Retirement 401(a) Plan with 10% employer contribution

Paid Time Off and Vacation Days

Job summary

The Chronicle Of Higher Education, Inc. is seeking a front desk coordinator in Aurora, Colorado. The role involves managing reception, scheduling appointments, and facilitating patient interactions at the School of Dental Medicine. Candidates should have clerical experience, preferably in a medical or dental environment, and must display excellent communication skills.

This position involves working onsite, with a commitment to exceptional customer service and efficient administrative support in a fast-paced environment.

Qualifications

• Two years of general clerical experience, including one year in a medical/dental environment.
• College coursework may substitute for experience.

Responsibilities

• Manage front desk operations and customer inquiries.
• Schedule appointments for students and clinic patients.
• Handle patient check-ins and check-outs efficiently.

Skills

Customer service

Clerical experience

Bilingual in English and Spanish

Education

Experience in a medical/dental environment

Tools

Electronic health record system

Teleconferencing software (e.g. Zoom)

Job description

Job Summary

The clinical units at the School of Dental Medicine provide thorough and comprehensive dental care at significantly discounted rates. As a teaching facility, care is provided by dental students and residents under the supervision of highly skilled faculty who oversee all aspects of treatment.

The position exists to manage and operate the Information/Reception areas of the dental clinics. Triage and direct phone, in/walk‑in inquiries and facilitate efficient and professional patient, student, faculty interaction. Greet and register new patients in electronic health record system. Schedule appointments for students through electronic health record system. Screen new patients by having discussion of student providers and faculty supervision, time commitment, and financial responsibilities. Schedule appointments, confirm information, and accept payments.

Responsibilities

Front Desk Reception / Phones / Virtual Communication (50%)

• Greet and assist virtual, phone and walk‑in customers.
• Schedule and prioritize appointments through the electronic health record (EHR) system for student providers and clinic patients.
• Page students, staff and faculty and take messages as necessary.
• Provide exceptional customer service to the 250+ patients seen daily.
• Answer all incoming calls and disseminate appropriately to the correct person or department.
• Handle patient inquiries and provide information regarding dental school policies.
• Interpret clinic procedures and patient access guidelines to respond to non‑routine phone, virtual, and walk‑in inquiries.
• Determine appropriate referrals or escalation steps for patient concerns involving scheduling, clinic policies, financial questions, or student/faculty follow‑up.

Patient Check‑In/Check‑Out, Scheduling/Payment (50%)

• Greet patients and monitor patient check‑in and check‑out.
• Schedule appointments through the electronic health record (EHR) system for student providers and clinic patients.
• Maintain and retrieve confidential patient records, including updating patient information and signatures.
• Understand school financial policies.
• Register new patients in electronic health records.
• Work with faculty, students, coordinators and other staff to solve scheduling and/or billing issues.
• Verify financial information and notify patients if payment is due.
• Accept payments from patients for planned, in process, or completed treatment.
• Facilitate efficient, professional, and confidential patient/student/faculty interaction.
• Facilitate the release of dental records for requesting patients, legal and/or private dental practices.
• Review patient registration, scheduling, payment, and record information for discrepancies and resolve issues using established clinic, EHR, and financial procedures.
• Apply scheduling, payment, and records‑release guidelines to determine appropriate next steps when patient requests or documentation are incomplete, unclear, or require additional review.

Other Duties (Non‑essential Function)

• On occasion, this position may be assigned other duties needed to help drive the vision, fulfill the mission, and uphold the organizational values of CU Denver/Anschutz and the SDM.

Work Location

Onsite – this role is expected to work onsite and is located in City, State.

Position may be assigned weekend and/or evening shifts. Position may be assigned a 4/10 work week schedule.

Benefits

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

Qualifications

Minimum Requirements

• Two years of general clerical experience, which includes one year of experience working in a medical/dental environment.
• College or university coursework, appropriate to the work assignment, may substitute for the experience on a year‑for‑year basis but not for the one year of experience working in a medical/dental environment.

Preferred Qualifications

• Experience working with faculty, staff, and students in a higher education environment.
• Experience working in a dental or medical office environment.
• Bilingual in English and Spanish.

Competencies

• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of electronic health record system.
• Knowledge of teleconferencing software (e.g. Zoom).
• Ability to efficiently organize, multi‑task, and prioritise duties and tasks.
• Ability to work in a fast‑paced, high volume environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Proficient computer skills.
• Ability to interpret and follow complex rules, regulations, policies, procedures, and guidelines.
• Ability to handle sensitive matters that require discretion and confidentiality.

Communications

Interaction with students, faculty or staff on a daily basis to meet the demands of clinical and educational operations. Strong communication skills and problem solving skills for dealing with a variety of personalities and various levels of stress at times.

Equal Employment Opportunity Statement

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement

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 [e-mail]

Background Check Statement

The University of Colorado 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.

Vaccination Statement

CU Anschutz strongly encourages vaccination against the COVID‑19 virus and other vaccine‑preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety‑sensitive job duties, you must enroll in the occupational health medical surveillance program.