Clinical Administrative Associate/Front Office Dental Clinics

Western University of Health Sciences; The Village (CA); On-site; USD 30,000 - 31,000; Full time

Job summary

Western University of Health Sciences is seeking a Clinical Administrative Associate/Front Office Dental Clinics to support clinical activities in the College of Dental Medicine. The role requires knowledge of dental office procedures, billing, and data entry within an electronic health record.

The position supports scheduling, patient information management, and collaborative problem solving with students, faculty, and staff in a multi-provider dental setting.

Qualifications

• Excellent verbal and written communication skills.
• Must be able to effectively interact with health care professionals, students and patients.
• Experience with computers, printers, calculator, fax machine, copy machine operation, and telephone operation.

Responsibilities

• Schedules appointments for patients.
• Enters patient data into the electronic health record and organizes forms.
• Handles billing by determining charges and collecting payments; assists with eligibility inquiries.
• Screens patient calls and communicates messages to CDM dental students, faculty and staff.

Skills

Communication

Interpersonal skills

Office equipment

Education

High school diploma or equivalent

Any combination of education, training, or experience

Tools

EHR systems

Billing software

Job description

Clinical Administrative Associate/Front Office Dental Clinics

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Position Title

Position Title Clinical Administrative Associate/Front Office Dental Clinics

Position Control Number

Position Control Number S02331

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus The Village at Indian Hill-Pomona, CA

Position Location

Position Location California

Department

Department 1920-CDM International Student Program

Job Summary

Performs varied administrative and office duties to support the clinical activities for the College of Dental Medicine. This position requires extensive knowledge of dental office procedures and protocols.

Knowledge

• Experience in the policies and procedures of a multi-provider dental practice, preferably within a dental school environment.
• Knowledge of the laws governing billing and collections efforts.

Skills

• Excellent verbal and written communication skills.
• Must be able to effectively interact with health care professionals, students and patients.
• Experience with computers, printers, calculator, fax machine, copy machine operation, and telephone operation.

Abilities

• Dental services billing experience with knowledge of billing for Denti-Cal & private insurance companies.
• Experience in working in an electronic health record and electronic billing.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

Education

• High school diploma or equivalent.
• Any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

Experience

• Minimum 1 year experience in a dental or medical office.
• Knowledge of dental terminology.
• Knowledge of billing Denti-Cal

Preferred Qualifications

Experience

• Experience in a dental school environment helpful.
• RDA or Dental Assisting experience preferred.

Key Responsibilities

• Schedules appointments for patients.
• Organises and oversees the completion of patient information forms and enters patient data into the electronic health record.

Key Responsibilities

• Serves as a resource to students, faculty and staff in the resolution of moderate to complex problems or issues.

Key Responsibilities

• Receives and screens patient telephone calls. Makes changes in the schedule or provides messages and information to CDM dental students, faculty and staff.

Key Responsibilities

• Determines appropriate charges based on services provided and collects payments as appropriate; performs eligibility inquiries to prepare for billing.
• Reviews patient accounts to ensure accuracy and completeness of claims billing for maximum reimbursement.
• Provides information to insurance carriers or patients regarding patient accounts. Assists patients with billing problems referring to designated Patient Care Coordinator. Notifies supervisor of ongoing problems.

Key Responsibilities

• Performs other related duties as assigned or requested.

This is not intended to be an exhaustive list of all responsibilities and duties for this position. The College of Dental Medicine-Dental Center reserves the right to add or change duties at any time.

Posting Details Continued

Work Schedule

• Usual hours are Monday-Friday 8 AM to 5 PM with the possibility of an earlier or later start time. Evening or weekends may be required.
• Maybe be required to travel to CDM clinics including but not limited to CDM site locations.
• Primary Work Locations: College of Dental Medicine Clinic Locations, including: The Dental Center (Pomona) The Village (Pomona) JSFC El Monte Boys Republic (Chino Hills)

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.

We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits.

• Our faculty, staff, and administrators are 100% focused on student success.
• Our University culture creates the context for a nurturing and supportive environment.
• Faculty, staff, and students can expect to make deep, personal relationships within the University community.
• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
• WesternU’s core value of humanism encourages all to bring their whole self in all that they do.
• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum

Minimum $21.44 Hourly

Maximum

Maximum $22.44 Hourly

Physical Demands

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands and talk or hear. The employee is regularly required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to stoop. The employee must regularly lift and/or move up to 10 pounds and must occasionally move or push by cart up to 25 pounds. Overtime is occasionally required.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the Clinical Administrative Associate are normally performed in a large multi-provider, multi-chaired clinic. The noise level in this setting is usually moderate due to the open design of the clinic. Duties are normally performed in both indoor and outdoor settings. The noise level is moderate.

Posting Information

Posting Number

Posting Number S01833

Posting Date

Posting Date 09/29/2026

Close Date

Close Date 09/29/2027

Open Until Filled Yes

Conditions of Employment - Background Check

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act

Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required Documents

• Resume
• Cover Letter

Optional Documents

• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document
• Required License/Certification

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization. (Open Ended Question)
• * Are you a current employee at Western University of Health Sciences?
  • Yes
  • No

309 E. Second St.
Pomona, CA 91766-1854
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