Dental & Optometry Administrative Supervisor

Description

Reporting to the Office Manager of Dental and Optometry, the Dental/Optometry Administrative Supervisor oversees and participates in patient services related duties in the Dental and Optometry departments, leading a cohesive team focused on providing convenient, caring, and cutting-edge eye and dental care. Those duties include customer service, registration, scheduling, ordering, billing, and troubleshooting any issues.

Core Administrative Duties

• Responsible for ordering Dental & Optometry office supplies
• Interview, hire, train, and oversee performance of Dental and Optometry team members
• Assist with custom and/or medically-necessary contact lens ordering; collaborate with Optical shop to ensure patient contact lens or eyewear order fulfillment 
• Assist with creating, editing and maintaining Dental & Optometry schedules and templates
• Process weekly deposits
• Attend EOC and Telecommunication, Epic meetings
• Prepare and Process Dental & Optometry department purchase order forms
• Process PT-1 Forms and ASL interpreter requests
• Responsible for overseeing the sending/receiving medical records to patients and other dental/optometry offices

Provide training and supervision to assigned staff following Fenway policies and procedures

• Adhere to the best practices of successful staff supervision
• Ensure that new Dental or Optometry staff receive a comprehensive program orientation and training
• Provide regular written evaluations of assigned Dental and Optometry staff following agency evaluation guidelines
• Make employment-related decisions regarding assigned staff within the scope of defined authority and following established agency and program guidelines
• Define performance expectations and daily duties
• Maintain biweekly one on one Dental and Optometry staff meetings to ensure staff have accurate and most updated information

Assist with reception duties in an efficient, professional and courteous manner and provide excellent customer service

• Greet each client with a smile and welcoming, professional manner
• Answer each phone call in a cheerful and professional manner
• Provide clients with correct and accurate information regarding Fenway services and providers
• Schedule appointments according to the patient’s needs and provider availability following established procedures
• Accurately capture all relevant detailed information on calls received on client records
• Accurately register and enter new patient demographic data and insurance information in system and verify existing patient information at each visit, accurately updating information as needed
• Collect co-payments and agreed-upon fees at check-in
• At all times maintain patient confidentiality and be discrete when obtaining sensitive information from clients
• Take patient complaints, follow-up and ensure feedback and resolution
• Refer unusual or difficult situations to management

Collection of daily cash and audit procedures

• Collect client payments and record in timely and accurate matter
• Verify all Dental and Optometry transactions at the end of the day and report all discrepancies
• Run daily/monthly reports in a timely manner and according to written guidelines to include Optical retail reports for finance

Assist with billing duties

• Enter all relevant encounter form information on daily basis
• Accurately enter all information required to submit correct claims to 1st and 3rd party payers for dental and optometry services, including custom and/or medically-necessary contact lens orders
• Post information from daily cash grids

Obtain and communicate information regarding insurance coverage for dental and optometry services

• Contact Dental and Optometry insurance companies for benefit breakdowns via phone or web and input data received into patients file
• Contact patients reminding them of their appointments, and provide information regarding insurance benefit coverage and pre-authorizations. 

Meets agency participatory expectations

• Adheres to all agency and departmental policies and procedures
• Participates in quality assessment and improvement activities as requested
• Adheres to the highest principles of patient and client confidentiality
• Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
• Attends all required meetings, in-services and professional trainings
• Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
• Serves on agency committees and in professional organizations when requested

Preforms other job-related duties as required

Requirements

• Bachelor’s degree, or Associate’s degree and two years related experience
• Minimum of 2 years office experience 
• Previous customer service experience 
• Excellent computer skills
• Knowledge of spreadsheet and word processing applications
• Ability to work harmoniously and effectively with colleagues, patients, clients and vendors across the spectrum of diversity, including but not limited to race, ethnicity, color, gender identity, sexual orientation, age, socio-economic status, national origin and immigrant status, religious or spiritual identity, disability (physical, mental, emotional and developmental), veteran status, and/or limited English proficiency.
• Willingness to contribute towards Fenway’s efforts in becoming an anti-racist organization and promoting a culture dedicated to ongoing development in service of humility, equity, diversity, inclusion, and belonging, where differences are acknowledged and valued.

Preferred Qualifications

• Previous supervisory experience 
• Experience with Epic preferred
• Experience working in an ethnically, culturally, and racially diverse environment 
• Bilingual English/Spanish 

Physical Requirements:

• Ability to meet the following physical requirements with or without reasonable accommodations:
• Sit at a computer station for extended periods of time
• Ability to keyboard for extended periods of time