Intake Coordinator

For Applicants Seeking Job Opportunities within the University

Internal:
Internal applicants will be considered within the first five (5) business days of the posting period. External:
External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Primary Purpose

Under the supervision of the Group Practice Manager, serves as the primary point of contact for new patient registration, screening appointment scheduling, appointment confirmation, and other administrative tasks.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

• Serve as the primary point of contact for all new patient intake calls for the main clinic; register new patients via telephone, gather demographic and insurance information and create a patient chart.
• Schedule new patient screening appointments; ensure patient chart has all required documentation and coordinate with Insurance Department for insurance coverage verification prior to patient’s first appointment.
• Collaborate with Screening Coordinator to fill all available appointments in each screening session.
• Collaborate with Main Clinic Schedulers, Group Practice Coordinators, and students as needed to assist in scheduling new patients.
• Assist Registration Receptionists as needed with ER patient intake, charts, and documentation.
• Respond to requests by clinic staff for additional information and/or documentation required for chart completion; communicate and follow-up with appropriate personnel to facilitate resolution.
• Perform all other duties as assigned by the Group Practice Manager.

Knowledge of:

• Medical or dental patient intake procedures and appointment scheduling.
• Basic dental terminology and dental insurance billing policies and procedures.
• Basic knowledge of Microsoft Word, Excel, and Outlook.

Experience:

• Minimum of one year experience with front desk registration/patient intake in a dental clinic, medical clinic, or dental school setting.

Education:

• High school diploma or equivalent.

Working Conditions:

• Position is full-time, 7.5 hours per day, five days per week.
• Must be available to work varying shifts including evening clinic.

Knowledge of:

• Axium dental software program or other clinic patient information system desirable.

Ability to:

• Communicate professionally on the phone and in person, effectively and courteously with patients, faculty, students, and staff.
• Maintain a professional and caring demeanor at all times, particularly in stressful situations.
• Apply effective patient management and time management skills.
• Demonstrate problem solving and follow-through skills.
• Demonstrate ability to be flexible and accommodating when changes happen upon short notice.
• Be sensitive and attentive to patient and visitor’s request and needs.
• Manage multiple job responsibilities effectively and accurately with close attention to detail.
• Follow oral and written instructions.
• Maintain confidentiality of materials and information.
• Work independently as well as part of a team.

Distinguishing Characteristics

• Bilingual skills – Spanish or Cantonese highly preferred.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work performed is…