Clinic Receptionist (Gr2)

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Dental Clinic Reception (Gr2)

Job Title
Clinic Receptionist (Gr2)

Department
Dental Clinic | Faculty of Dentistry

Compensation Range
$4,018.00 - $4,117.00 CAD Monthly

Posting End Date
April 5, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary
To act as receptionist in the Main Dental Clinic working with 120 students and faculty to serve 200-300 patients per day.
Organizational Status
Reports administratively to the Assistant Clinic Administrative Manager.  Works closely with other Clinic Receptionists and Chart Room Clerk. Interacts regularly with patients, students, faculty, and other staff.
Work Performed

Provides guidance and instructions to students on dental plans and pre-determination procedures.  Liaises with dental plans to ensure that patients receive maximum benefits.  Verifies and prints dental insurance claim forms for reimbursement. Troubleshoots dental insurance processes.

Allocates payments in patient records from dental insurance remittances, follows up problems with patients and dental insurance companies.  Gathers information from patient records.

Answers telephone and in-person queries from prospective and current patients about programs available for treatment in the dental clinic.  Answer queries about treatment entries and charges in computer record.  Identifies problem in computer record and forwards for correction.

Books appointments for routine and urgent care patients.  Assigns students to urgent care patients and liaises with urgent care supervisor to ensure that all patients receive treatment.  Books appointments for non registered patients in pain for the Urgent Care Clinic.

Instructs students during orientation, once or twice per academic year, on reception procedures, patient payments, laboratory procedures and dental plans.

Takes daily payments of cash, cheques, credit cards, and direct deposit.  Accurately enters payments into patients  record and issues receipts to the patient. Reconciles and prepares deposits on a daily basis.

Contacts patients by phone with outstanding accounts and NSF cheques to obtain payment.

Closes patients  accounts and gathers information on accounts to be forwarded to a collection agency.

Checks laboratory items to ensure that pre-payment has been made or that pre-determination has been approved by dental plans.

Enters data for Dental Laboratory invoices into patient records.

Prepares dental charts and computer records for patient.

Responsible for setting up and maintaining a system for archiving and recycling dental charts.

Trains new staff members.

Consequence of Error/Judgement
Work is performed under clearly defined guidelines requiring minimum judgment on methods used to perform work.    Resolves some problems but refer most to the supervisor.  Errors can be corrected but could result in patients not receiving treatment when needed causing angry patients, faculty and students missing valuable clinical instruction time.
Supervision Received
Works under general supervision with general instructions and guidelines.  Routine duties are performed without ongoing direction.
Minimum Qualifications
High school graduation, plus completion of a Dental Office Assistant program (including terminology), plus one year of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

A high level of knowledge of dental insurance with at least three years experience in preparing claims and reconciling payments. Knowledge of Ministry of Social Services dental coverage provided for patients with disabilities. Ability to maintain accuracy and attention to detail.Ability to type at 50 wpm and to operate the normal range of office equipment as may be required in the performance of duties, such as, data entry systems, calculators, copying machines.  Excellent communication and organizational skills required.  Dental terminology required.  Word processing/spread sheet/computer experience required (dental database preferred).  Ability to exercise tact and discretion.  Experience with patients who speak English as a second language and also patients with disabilities. Ability to work flexible schedules, evenings, and weekends.