Patient Services Clerk - High Level, Ab

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of March 31, 2024 with the possibility of extension.

Location - High Level, Alberta (Treaty 8 territory)

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

The School of Dentistry Satellite Dental Clinic provides oral health care services to the community of High Level Alberta. Our Instructor lead students offer treatment to patients in this location every other week during the school term. This position is in-person and is located in High Level, Alberta at the Northwest Health Centre.

Position Summary

The Patient Services Clerk provides administrative and clerical support to the High Level Satellite Dental Clinic.

We are seeking a professional and organized individual who has a can-do attitude. This role will provide you with learning opportunities and the ability to utilize your skills in administration, customer service and attention to detail.

This role is the first point of contact for all patients for the full scope of the patient experience. This involves dealing with a large volume of patients, handling telephone and in–person inquiries, scheduling appointments, as well as processing payments and insurance submissions related to dental treatment.

The hours or work are based on the department’s academic schedule and operational requirements. This entails a rotating schedule for 32 – 35 weeks per year, during this time the clinic is open approximately every other week. During the open weeks this position will work up to 40 hours and between 0-5 hours during the closed weeks – with minimal hours from mid-December to January and mid-July to early September. This offers the perfect flexibility for the right individual.

This position has an end date of March 31, 2024, with the possibility of extension.

The schedule for each year is confirmed in advance and will be provided to applicants at the time of the interview.

Duties

Reception/Administrative Duties

• Acts as first point of contact for the clinic – addressing inquiries from patients, staff and residents
• Manages incoming phone calls / registers and admits patients
• Collects, enters, and ensures that patient data is collected and up to date
• Prepares reports (day sheets) of patient appointments
• Books and ensures ongoing appointments are scheduled once the patient is in treatment
• Locates and retrieves charts in preparation for the daily clinics and for chart requests from students and supervising dentists
• Records pertinent information into the patient’s electronic chart which has been provided by the patient, third party or a dental resident
• Books all appointment types- including patients on the Needs Appointment List and Recall List
• Ensures that Medical History and Consent forms are completed and on file

Accounting/Financial Duties

• Collects fees from patients for services performed and processes cheque, POS debit and credit card payments
• Collects, enters, and ensures that dental insurance information is in the patient’s file and is up to date and accurate
• Assists students and instructors on accurate procedure code entry into Dental Management System for accurate billing
• Responsible for the Accounts receivables - including contacting insurance companies to supply additional information required, inquire on outstanding balances, resubmission of claims, as well as contacting patients and sending statements
• Completes insurance forms and other third-party billing forms
• Balances daily receivables and prepares daily deposit
• Ensures that financial arrangements are confirmed with patient prior to the start of dental treatment

Minimum Qualifications

• Experience with a large volume of telephone calls; experience dealing with the general public
• Computer proficiency in MS Office (Word, Excel); experience with a computerized booking system would be an asset
• Excellent communication skills (written and verbal)
• High School diploma; post-secondary coursework in secretarial/office administration or in medical/dental terminology
• Ability to multi-task, prioritize and perform tasks accurately with attention to detail

Preferred Qualifications

• Basic Dental Terminology and billing code knowledge is an asset
• Two years’ experience in a fast-paced office environment is an asset
• Dental experience a strong asset – dental assistant, dental receptionist, etc.