Administrative/Support, Education/Training, Social Work, Staff/Administrative
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
School of Dentistry has an outstanding job opportunity for Temporary Full Time Program Coordinator.
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 Office of Clinical Services is committed to the principle of diversity, equity, and inclusion and to providing an environment where every employee feels welcomed, valued, and appreciated.
Under the supervision of the Director of Clinical Operations, the Program Coordinator serves as the main contact for school and affiliate faculty teaching in the predoctoral student clinics for clinical scheduling. The Program Coordinator functions as the Faculty Scheduler to ensure clinical patient care sessions are adequately staffed with supervising faculty. This position also supports student clinics by managing all predoctoral student laboratory orders placed with outside dental labs. The Program Coordinator has extensive involvement with students, instructors and clinical staff in planning the smooth delivery of patient care to support the educational mission of the school.
DUTIES & RESPONSIBILITIES:
•Access electronic patient records software system to answer detailed questions from students, staff and faculty and to perform work duties. •Gather and create statistical data for spreadsheets and reports •Maintain paper and electronic files pertaining to instructional courses, correspondence, lab orders, and reporting. •Resolve schedule changed or problems quickly in a rapidly changing environment. •Contact students, instructors, staff and laboratories via email and phone as needed. •Create, revise, print and stock forms for use by students, faculty and clinics.
•Produce student schedules for clinical sessions by assigning available supervising faculty appropriate for the clinic and student needs as indicated by data in the electronic patient record software systems. •Coordinate with the clinic front desk staff, clerkship coordinators, and other schedule coordinators to make any necessary changes in student schedules in a timely manner. •Approve open sessions for students who have legitimate reasons for not seeing patients. •Field periodic inquiries from students requesting faculty evaluation of their clinical competencies as they progress through the educational curriculum. •Make faculty assignments to students seeking competency evaluations. •Prepare appropriate forms onto clipboards for faculty supervising the students under evaluation prior to their next scheduled clinic session. •Collet completed competency forms and enter data into Canvas software system. •Distribute the Excel spreadsheets with competency evaluations to the Associate Dean for Clinics, the Associate Dean of Academic Affairs, Restorative faculty, and the Office of Restorative Dentistry for online posting via Canvas.
•Prepare a clipboard with forms or documents for each faculty member prior to the start of the clinic session in which they will be supervising patient care. •Onboard new affiliate faculty to clinic protocols. •Track faculty absences and substitutions and enter into a spreadsheet.
•Assign third year student to dental laboratories based on student patient care cases in the Prosthodontic Clerkship. •Assign fourth year students to dental laboratories appropriate for the variety of patient care cases seen in the fourth year General Practice clinic. •Confirm the treatment requiring laboratory work has been paid for by the patient or insurance provider, prior to placing laboratory orders (May require research in the electronic patient records software or contacting the Patient Revenue Cycle team.) •Direct students on how to fill out lab forms once payment has been confirmed and how to calculate due dates for timely delivery of completed lab work. •Maintain materials (lab forms, boxes, etc.) for student lab orders. •Schedule laboratory pickups and deliveries with laboratory service representatives. •Receive lab deliveries and replace any invoices with School of Dentistry quality control form. •Confirm that all laboratory orders are packaged in HIPAA privacy-compliant boxes prior to placement in clinics or other public areas. •Maintain Excel spreadsheets of laboratory cases and orders for the Prosthodontic Clerkship and General Practice Clinic.
•Complete ongoing Relias workforce compliance as required •Adhere to all University and School of Dentistry policies and protocols •Maintain knowledge of FERPA student privacy laws
Organizational Leadership and Engagement:
•Positively support all management directives •Communicate with the Director of Clinical Operations to ensure he/she is informed on faculty scheduling or student clinic issues •Provide access to, and assistance in, locating records, documentation, data and other information for School of Dentistry students and appropriate School staff and faculty, or other appropriate personnel. •Actively participate in meetings and trainings as scheduled; Regular and predictable attendance is required •Perform other duties as assigned
•Manage stressful situations and changing priorities effectively •Anticipate, recognize and resolve problems •Be responsible and accountable •Use organizational skills and provide attention to details •Maintain a positive, optimistic and success-oriented attitude •Exercise professional demeanor, which includes being tactful and courteous •Exhibit a professional work ethic •Continuously promote a safe work environment
•High school graduation AND two years of experience in the program specialty OR Equivalent education/experience. •A commitment to the principle of diversity, equity, and inclusion.
•Knowledge of dental terminology •Proficiency with software including Microsoft Office Suite •Competency in an electronic patient record software program (e.g. axiUm) •Excellent interpersonal and oral/written communication skills •Excellent organizational skills and attention to detail •Ability to work independently and successfully prioritize and coordinate multiple projects in a rapidly changing environment •Able to anticipate and recognize problems, and develop and implement solutions quickly •Ability to work cohesively as a member of a team •Bachelor’s Degree •Experience working with diverse populations
CONDITIONS OF EMPLOYMENT:
•Must be able to work in a smoke-free environment •An annual tuberculosis (TB) test is required for work in clinics •A satisfactory outcome from a criminal background verification will be required prior to hire
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 Work 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.