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The Office of Clinical Services (OCS) at the School of Dentistry encompasses the Patient Registration and Patient Relations offices, Simulation Clinic and Labs, Central Sterilization, two dispensaries, and facilities maintenance team. OCS supports the operations of 13 dental clinics in delivering dental care to the state’s largest and most diverse patient population. We utilize a team oriented approach and work very hard to delight our patients.
The UW School of Dentistry (UWSOD) has an outstanding opportunity for a full-time Program Coordinator. This individual will serve as a patient, student, and staff resource to coordinate the patient’s entry into and through the pre-doctoral and specialty graduate clinics and facilitate the delivery of optimal patient care.
Under the supervision of the Pre-doctoral Clinic Coordination Supervisor, the Program coordinator acts as the primary liaison between the patient and pre-doctoral dental student. Using knowledge of School policies, procedures, clinical care and curricular requirements, the (job title) coordinates patient treatment, advises, counsels, and consults students to ensure scheduled treatment corresponds to student clinical competencies.
Duties and Responsibilities General Responsibilities: oDemonstrate an atmosphere and attitude of respect for human dignity and the uniqueness of patients, caregivers, staff and students. oProvide information about services available at the Pre-doctoral and Post-doctoral Clinics to patients seeking dental care at the School of Dentistry. oWork independently under the direction of Clerkship Directors and or Post-doctoral Program Directors. oRequest appropriate patient support, such as interpreters, caregivers, and transportation for appointments, admissions, and post-appointments patient checkout. oUse effective oral and written communication with faculty, student, patients and their advocates, healthcare personnel both UWSOD and other dental facilities, and other related organizations. oInterview patients for re-admittance to the UW School of Dentistry after their accounts have been inactivated due to a lapse in care, patient dismissal or other reason. Collaborate with managers, faculty, and staff to evaluate training needs and implement best practices. oWork with Patient Relations to efficiently address patient complaints, obtain information and data from records and appropriate staff. oGenerate reports for review and resolution; resolve complaints on clinical issues, non-clinical issues, and general problems. oAnalyze transaction history in dental record to verify accurate billing of treatment. oProvide support to other (job title) within group during breaks and leave. oMay direct the work of others (i.e., Student Assistants). Patient Care Coordination: oAct as a liaison between patients, consulting dental students and faculty, referring dental providers, insurance providers, medical/hospital patient care coordinators, admission, and treatment; coordinate the exchange of information either written or verbal before and after patients are seen. oGather and assess information concerning the patient’s dental status from the referring providers to assist in care planning. oMonitor treatment progress of patient, ensure treatment notes are complete and all consents are signed by patients; maintain an organized method for tracking patients’ care along the continuum oRespond to patient contacts in a professional and timely manner; triage patient phone calls according to severity of need. oProcess referrals between School of Dentistry clinics and outside referrals on a daily basis; coordinate requests for consultation among other dental specialties by utilizing specific directions from students and faculty providers. oEvaluate clinical data, including patient visits and failed or cancelled appointments for operational effectiveness and compliance. oAct as an advocate for patients and their caregivers; work with Patients Relations team to review and resolve patient concerns/issues; follow through and resolve patient requests in a timely manner; provide parking validation for inconvenienced patients; complete “Unusual Incident/Accident” reports as necessary. oProvide student progress spreadsheets, treatment plan updates, student competencies, patient reassignments, and student curricular requirements to Clerkship Directors, students and faculty providers. oFacilitate clerkship plan of care and referrals to Graduate Program Directors, front desk staff, and patient billing staff in a timely manner. oWork with Graduate Program Directors to coordinate patient referrals and implementation of patient treatment plans for fourth year General Practice students; convey treatment recommendation for continued care to rotating students, referring clinics, and or faculty members. oPrepare patient letters on a variety of care concerns (e.g. interest in care, missed appointments, unable to contact or dismissal from care) at the request of providers. oUse specialized electronic healthcare software such as axiUm and MiPACS to manage the patient electronic healthcare record. oCreate Student Progress, Report, Planned Appointment Report; Cancelled Appointments Report, Failed Appointment Report, and Recall Appointment Report for use by students and clinic front desk staff. oVerify patient radiographic records are uploaded in MiPACS radiographic software for pre-appointment and follow-up analysis by provider. oSupport scheduling new patient appointments by triaging to appropriate subspecialty and student provider. oReserve two predoctoral clinical operatories daily for each predoctoral student throughout school quarter according to student need and availability (e.g. absences due to attendance at off-site student learning rotation (SLR). oRespond to patient questions about services, fees, insurance coverage, treatment/services, appointment scheduling, and disposition of care for new and existing patients. oCommunicate treatment process, payments, and other information to patients at request
Patient Intake: oResponsible for reviewing registration data (such as demographics, insurance, and referrals), and updating online and or providing information to appropriate personnel so that updates can be made. oGenerate new patient correspondence; communicate expectation of patients at first appointment, including any requirement for diagnostic radiographs; advise patients on how to establish their patient account. oDiscuss dental needs or complaints presented by patient and treatment options recommended by provider. oInform patients of financial responsibilities, policies, and patient expectations; plan/schedule first appointment.
Student Interactions: oManage clinic patient assignment; consult individually with clerkship students on a case-by case basis and with General Practice students on a regular schedule to determine appropriateness of the patient, based on student competency and educational need. oCounsel students on patient management, length of various treatments, and provide advice on strategies for treating patients with needs requiring extra attention. oServe as on-call intermediary between student and patient during appointments at the request of students seeking patient education, resources or other support; act as a mediator between student and patient if problems arise. oCoordinate student schedules according to clinic needs and requests. oAssess student workflow and treatment completion; monitor size of student workload. oMonitor student progress in meeting minimum curricular requirements. oManage the reassignment of patient pool from 3rd year and 4th students completing their course of study. oHandle records confidentially in accordance with School of Dentistry policies and State of Washington RCW’s. oServe as back up bloodborne pathogens patient counselor for exposures. oOrient new students to working relationships/student interactions with PSS 3.
Required oHigh school graduation or equivalent AND two years of experience in a patient care setting involving interaction with patients and their caregivers and interaction with health care providers OR equivalent experience/education. oEquivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration requirement. oExperience working in a rapidly changing environment oDemonstrated efficiency in scheduling, organizing and prioritizing oExperience working with diverse populations oExperience in a dental or healthcare setting oAbility to work independently and as a team
Desired oBachelor’s Degree oProficiency in dental terminology and knowledge of basic dental procedures oPrior experience in an academic environment oExcellent verbal, interpersonal and written communication skills oStrong organizational skills and attention to detail oA calm, courteous composure oCritical thinking and problem solving skills
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
BENEFITS As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Application Process The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready.
Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.