Coordinator

Stony Brook University; Stony Brook (NY); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

UUP location pay $4,000 annually

Job summary

Stony Brook University’s Dental Care Center seeks a Coordinator to provide administrative support and ensure compliance with clinical policies. The role involves scheduling patients, managing forms, and coordinating with fellows/residents and staff to support patient care and education.

This full-time position requires a bachelor’s degree, two years of administrative experience (one in a medical/dental setting), and preferred bilingual English/Spanish.

Qualifications

• Bachelor's degree from a CHEA-accredited program.
• Two years of full-time administrative experience, with at least one year in a medical/dental office setting.

Responsibilities

• Provide administrative support to the Dental Clinic.
• Implement policies and procedures dictated by the Program Director and the Dental Care Center Office of Clinical Affairs.
• Assist with scheduling of patient appointments for residents and faculty, including coordination with group homes and guardians.
• Obtain and monitor patient forms and consents using established criteria.
• Assign patients to residents and students to meet educational needs as directed by the Course Director and Program Director.
• Create and manage fellows rotation schedules with the Program Director.
• Review electronic patient charts for accuracy and compliance with HIPAA and intake forms.
• Ensure insurance is current and prior authorization is obtained before patient care and operating room visits.

Skills

Bilingual English/Spanish

Dental office experience

Supervisory experience

Dental software

Education

Bachelor's degree (CHEA-accredited)

Job description

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA). Two (2) years of full-time administrative experience with at least one (1) of those years being in a medical/dental office setting.

Preferred Qualifications:

Bilingual in English and Spanish. Experience working in a dental office or dental clinic. Computer experience with dental software. Supervisory experience.

Brief Description:

The Coordinator will provide administrative support to the Dental Clinic.

Duties:

Implement policies and procedures dictated by the Program Director and the Dental Care Center Office of Clinical Affairs.

Ensure student and resident compliance with directives, i.e. scheduling, monitoring attendance, productivity, time management, etc. and communicating concerns, discrepancies, or missing information to the appropriate Program Director, faculty member.

Assist with all the scheduling of patient appointments for treatment, consultation, emergency procedures, operating room, sedation and recall maintenance for program residents and faculty. Tasks to include coordination with group homes, parents/guardians, proper consents, pre-surgical testing documentation, etc.

Obtain and monitor for compliance of all patient related forms, including but not limited to, Memorandum of Understandings between SDM & patient residencies/group homes, initial patient registration information, receipt of patient medical history forms, requested medical clearance forms, and requested consent forms using established criteria.

Assign patients to residents and students to ensure a comprehensive mix of patients, which are consistent with the educational needs as directed by the Course Director and the Program Director.

Work with the Program Director in creating the fellows rotation schedule.

Financial and Insurance Coordination Support or Financial Documentation Support

Review electronic patient charts for accuracy: evaluate for missing/incomplete entries, appropriate signatures, and compliance with current medical intake forms, consent forms, HIPAA documents and other necessary forms using established requirements, and communicate identified deficiencies to the appropriate clinical or administrative staff

Ensure that insurance is current and prior insurance authorization is attained prior to patient care and operating room visit. This would include working with the DCC Revenue Cycle area. Monitor and track completion of Medicaid Threshold Override forms. Track "accounts receivable" reports.

Recruitment Coordination Support

Assist with recruitment of Fellows/Residents for the program. Assist with processing registration of incoming Fellows/ Residents.

Assist with incorporating other affiliated institution Residents through the program.

Assist with orientation annually for all new fellows and residents regarding the program.

Staff Coordination Support

Interview applicants for clinic staff as part of the interview process and provide input to the appropriate hiring supervisor.

Train and new clinic staff as assigned by the appropriate supervisor.

Assistant with supervision on the daily work assignments of appointments/reception/records to dental assisting staff and communicating staffing concerns to the appropriate supervisor.

Provides informal feedback to correct performance as needed and communicate recurring concerns to the appropriate supervisor.

Create performance programs and evaluate staff as requested, to the appropriate supervisor responsible for formal performance management.

Approve time-off requests for routing to the appropriate supervisor for final approval.

Communicate departmental information to staff as needed under the direction of the Program Director, Department Chair, or Clinic Director and an appropriate supervisor.

Review and approve timesheets or submission to the appropriate supervisor for final approval.

Monitor when employees take breaks to ensure adequate coverage at all times and communicate coverage concerns to the appropriate supervisor.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

Essential Position:

This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA .

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

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Job Number:

2603012

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Dental Care Center