POSITION: Dental Office Assistant DATE WRITTEN: 5/30/01, 8/09/04
DEPARTMENT: Dental Health Group REVIEWED BY: SB
REPORTS TO: Director of Dental Health GRADE: 6
STATUS: Non-Exempt DATE APPROVED: 8/11/2004
Responsible for patient care coordination, billing, and collection. Coordinates dental
office business and assists Dental Director with administrative functions.
Phone Calls: 400 – 500 (weekly)
Appointments: 75 – 150 (daily)
Client Walk-ins: 10 – 30 (daily)
Patient Files: 35,000 – 48,000 (active and inactive)
Reports: 8 – 10 (weekly)
Billing Statements: 300 (weekly)
The above workload is divided among 3 dental office assistants.
JOB DUTIES AND RESPONSIBILITIES:
Arranges for immediate access to dental care services due to high level of client
discomfort or health endangerment.
Provides front line customer service including the provision of information, collection of
client information, assistance with filling out forms and applications, directing clients to
other Health Department services, and verifying paperwork and/or eligibility for
Schedules appointments for children and adults to appropriate program. Creates
daily patient schedule and pulls patient records accordingly for next day’s schedule of
Processes computer or manual billing procedures specific to the division or program.
Prepares billing including verification of charges and appropriate coding. Requests
needed dental procedures. Files all records and appropriate information daily.
Verifies, balances, and posts departmental or program revenue into computerized
Reviews outstanding insurance claims, recommends whether to pursue/not pursue case
further, or to write off any denied amount. Provides additional information to insurance,
Reviews claims for accuracy and researches claim status as needed. Notifies Dental
Director and Finance Department of all billing problems and recommends possible
Communicates with off site dental satellite programs to ensure coordination of
scheduling and billing services.
Dental Office Assistant
Records all services performed into computer system. Organizes data for services
rendered in the preparation of monthly and yearly reports for Dental Director. Compiles
and tabulates reports and/or records to show numeric information including patient
eligibility for projected services.
Answers telephone, prioritizes incoming calls, records messages, and gives to
appropriate personnel. Answers inquiries or directs client to appropriate department.
Flags non-eligible patients or procedures and enters eligible procedures for billing.
Mails forms to payment source after obtaining signatures and verification that all
necessary payer regulations are met.
Maintains patient files in an organized manner and updates charts and computer, as
needed. Reviews aged records, purges if necessary.
Verifies that all necessary reports have been completed for all DCFS patients to ensure
case file is documented for Health Works.
Maintains inventory of supplies for records, billing, and computers for office and satellite
Performs basic clerical functions including copying, distributing mail, monitoring and
ordering supplies, etc.
Stays abreast of current terminology and payer regulations as it relates to the Dental
Provides backup assistance, as needed, for Dentists performing exams/other clinical
procedures and with instrument cleaning.
Assists Director of Dental in monitoring clinical program budget and notifies Directors of
Dental and Finance of record keeping and billing quality assurance concerns.
Maintains confidential personal information that must be safeguarded to prevent
damage to client’s lives or reputations. Utilizes sound judgment and caution in
communications with individuals inside and outside the Department.
Attends in-service training and meetings as required by the Peoria County Health
Department. May serve on various committees as needed.
Other duties as assigned.
Dental Office Assistant
EDUCATION, EXPERIENCE, AND OTHER JOB REQUIREMENTS:
High School Diploma or equivalent.
Must have two years dental education or two years dental office experience.
Prior experience working with finance, accounting, or business area with knowledge of
accounting and/or financial systems.
Must have knowledge of dental terminology and insurance processing.
Prior experience working with dental public aid preferred.
Must have basic data entry, math and time management skills.
Must participate in annual training on OSHA blood-borne pathogen compliance
standards and any other relative OSHA standards.
Must have a valid Illinois drivers license, proof of liability insurance, and access to
Must have good oral and written communication skills.
Must be familiar with office equipment: copier, calculator, multi-line phones, typewriter,
fax machine, etc.
Must have ability to maintain confidentiality.
Worker is frequently exposed to noise (includes dental equipment noise), distractions
and interruptions. May be exposed to hostile, verbally abusive, and emotional clients.
Worker may be exposed to blood borne pathogens during clinics.
Incumbent may be required to engage in the following movements while performing
job duties: standing, walking, climbing, balancing, stooping, kneeling, crouching,
reaching, grasping; some of which may be repetitive.
Exerts up to 20 pounds of force occasionally and/or a negligible amount of force
constantly to move objects. Ability to sit for various periods of time while performing
Must have hearing and speaking ability sufficient enough to communicate with others
in person and over the telephone.
Must have visual ability sufficient to read and complete reports and correspondence.
Performs tasks requiring independent knowledge in addition to procedures or
Dental Office Assistant