Office Coordinator

Financecolombia; Virginia (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

Augusta University is seeking an Office Coordinator to support the Director of Patient Services with coordinating clinics, scheduling, and administrative tasks across the Dental College of Georgia operations. The role involves data entry, patient communication, and producing correspondence and activity reports.

You will interact with students, faculty, and patients, ensuring accurate records and smooth daily workflows in a busy academic setting.

Qualifications

• Associate’s degree required or higher; alternative is high school diploma with extensive office experience.
• Excellent written communication and organizational skills are essential.
• Strong analytical and interpersonal abilities are needed to support patients, students, and staff.

Responsibilities

• Coordinate pre-doctoral clinics and scheduling of clinical chairs for programs.
• Assist Director of Patient Services with data input, letters, and activity reports.
• Communicate with patients, students, staff and faculty via email, phone and in person to resolve issues.
• Maintain rotation data and competency forms; monitor and update schedules and calendars.
• Ensure timely patient appointments and accurate documentation in medical records.

Skills

Written communication

Analytical skills

Organizational skills

Interpersonal skills

Problem solving

Education

Associate’s degree

High School Diploma or GED

Job description

Office Coordinator

Job ID: 294087
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

*

About Us

Augusta University is Georgia’s innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia’s cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia’s only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.

Augusta University’s distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Location

Augusta University –

Our Health Sciences Campus:

1120 15th Street, Augusta, GA 30912

Our Summerville Campus:

2500 Walton Way, Augusta, GA 30904

College/Department Information

The Dental College of Georgia at Augusta University, we provide dental education to the next generation of professionals by offering hands-on education through innovative research, patient care, and service. Join other dental providers to improve the oral health of Georgia and beyond. The DCG was founded to provide the people of Georgia with quality dental care by educating students in dentistry. As a patient, you have the option to receive treatment in one of our three different practice models consisting of student clinics, resident care, or in the faculty practice. All dental treatments can be completed by the specialists in our facility. We also serve patients in more than 20 clinics across Georgia.

Job Summary

This position will assist with the coordination and administrative efforts as directed by the Director of Patient Services. This job involves critical quality control measures for on time graduation of senior students, reviewing proposed treatment plans, demographic information, internal and external referral requests for accuracy and performing patient compliance counseling focusing on DCG policies and protocols, reviewing student’s use and compliance with the pre-doctoral appointment system and when necessary, taking appropriate action. Communicate with various patients, students, staff and faculty by email, telephone and in person to provide information, explain and resolve minor problems for both our internal and external customers. Duties include inputting student rotation data; maintaining student competency forms and when directed generating various letters to patients and students’ clinical activity reports as needed.

Responsibilities

• PRE-DOCTORAL CLINICS: Primary person responsible for year-round templating (twice in the fall and twice in the spring each academic year) of pre-doctoral clinics. This includes building clinic books and scheduling clinical chairs for all pre-doctoral programs through a structured process of gathering and coordinating information for program directors, the master rotation spreadsheet, student calendar, and the Dental College of Georgia events calendar. Employee labels chair request using various disciplines, coordinate patient assignments, daily clinical operations and tracks and facilitates patient assignments to ensure optimal utilization of clinical resources. Continuous schedule reviews to ensure accuracy and avoid discrepancies Time management to adhere to specific deadlines that would require faculty and designated administrative staff. Finalized and approved schedules are sent via email to D1-D4 student providers. Provides continuous support to faculty, students, and patients to maintain workflow efficiency and service quality.
• PCC CLINIC: Keeping the Director of Patient Services and Patient Care Coordinator (PCCs) and faculty informed of clinical utilization; adjusting schedules as needed for students. Complete rotation swaps and adjustments as required. Complete administrative tasks utilizing software for approximately 300 pre-doctoral students; such tasks as patient inactivation, patient assignments and reassignments, no contact letters, step transfers, etc.
• COLLABORATE: Collaborate with internal customers when necessary.
• MONITOR PROGRESS REVIEWS: Schedule, block, and monitor progress reviews 6 PPC’s
• SCREENING PATIENTS & COLLECTING DATA: Assist students with scheduling special screening patients, collecting patient data for registering and entering any clinical codes determined by the screening faculty/PCC. Backup scheduled for screening and EDS clinic.
• WEEKLY UPDATES: Weekly updates of the student’s clinical production report utilizing reports generated from organizational software.
• PHONES/PATIENT ASSISTANCE: Answering incoming calls in a courteous and professional manner; answering questions regarding student assignments and reassignment, request for appointments, or redirecting calls to the appropriate clinic. Reviews pre-doctoral students’ patients’ charts for appropriate contact notes and continuation of treatment as a quality control measure. Notify PCC if issues are found.
• QUALITY ASSURANCE: Quality assurance checks on pre-doctoral students’ patient treatment plans for accuracy and completeness. Advising students regarding corrective actions when discrepancies are found ensuring the highest standard of quality. Conduct patient compliance counseling focusing on program policies and protocols to ensure patient eligibility for the pre-doctoral program as it pertains to commitment with time, financial obligations and HIPPA. Notify assigned PCCs and Director of Patient Services regarding actions taken if assistance is required.
• OTHER DUTIES: Perform other duties as assigned by the Director of Patient Services.

Required Qualifications

Associate’s degree from an accredited college or university with a minimum of six years of progressively responsible office support experience.

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Preferred Education: Bachelor’s degree from an accredited college or university in Business Administration.

Preferred Experience: Experience in medical/dental office. Five years of administrative experience allowing for progressive responsibilities in medical/dental setting. Experience includes working for multi-providers in an education setting. Proficiency with Axium-patient management software and proficient in understanding and speaking Spanish.

Knowledge, Skills, & Abilities

KNOWLEDGE

• Knowledge of dental office practice principles
• Knowledge of dental terminology
• Proficiency in Microsoft Office software

SKILLS

• Excellent written communication skills
• Strong analytical, organizational, and interpersonal skills
• Excellent problem-solving abilities

ABILITIES

• Ability to maintain confidentiality
• Familiarity with managing a multi-provider appointment system
• Ability to organize, prioritize, and manage multiple tasks effectively
• Ability to work independently with minimal supervision
• Attention to detail, meticulously accurate
• Ability to multitask and meet deadlines
• Ability to adhere to all HIPAA protocols
• Ability to manage a wide-range of populations

Shift/Salary/Benefits

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. “Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success.”

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.