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Treatment Coordinators support our TEAMS Program and are an essential part of managing clinical operations for our undergraduate dental program. This patient-centered, student-friendly role plays a vital part in advancing UFCD’s mission to provide high-quality dental education and exceptional patient care.
Each coordinator is assigned approximately 21 student dentists within one TEAM with their collective patient pool of roughly 700 patients coordinate, schedule, and monitor patient care needs. This position requires continuous use of the PC, axiUm patient management program, and communications via electronic mail to accomplish daily tasks.
Student Relations: Intermediate/assist/advise/manage student dentists regarding student/patient clinic schedules, patient financial accounts, student/patient relations, and student/faculty relations, managing one team (of 21 student dentists) with a Team Leader for patient care. Schedule clinic chairs effectively and completely. Manage the clinic schedule to ensure all clinic chairs are filled to provide timely and appropriate care to the patients and clinical experience for dental students. Work as a team with fellow treatment coordinator(s). At least once per semester, direct chart reviews with all students. Act as liaison between students and faculty regarding patient treatment and student progress for all student dentists team members. Continually track patient financial accounts throughout the student dentist's two-year period in the dental clinics. Assist student dentists in notifying patients if accounts are not current.
Team Functions: Manage one team of 21 students with roughly 700 patients. Meet with student dentists and their respective faculty Team Leader; Communicate with the Team Leader throughout the week; Update students and Team Leader of clinical and schedule changes: Facilitate transfer of patients between team members; manage all written and verbal communication with contact notes and attachments in patient record; Conduct team meetings and morning huddles as needed and maintain minutes of meetings.
Patient Relations: Act as liaison (either in person or by telephone) between patient and student in terms of accounts, treatment progress, updates on patient health-instances when student is not available. Route specific questions or problems to appropriate faculty, Team Leader, department chair, or Patient Advocate regarding patient care problems for student dentist's assigned patients.
Financial Accounting: Generate financial reports regarding patient accounts. When necessary, refer uncollectible accounts to the Business Office. Assist student dentists with any changes in insurance policies and submissions and with verification. Communicate with the Business Office on a regular basis regarding Medicaid coverage, contracts, patient payments, refunds, duplicate charges, changes in fee codes, and changing policies.
Conducting Surveys: Distribute survey forms, either UFCD or American Dental Association (ADA) related to patients, students, and/or faculty; collect and process surveys; collect data; and prepare reports for UFCD Quality Assurance and Compliance (QA&C).
General: Proctor Clinical Examinations (Mock Board Examinations) two times per year. Participate in Quality Assurance process of UFCD. Participate in Treatment Coordinator meetings once per week with the Manager of Clinical Operations. Provide coverage of fellow coordinator in the event of his/her absence. Provide coverage for other Treatment Coordinators if requested. Perform reception and mail duties on a rotating basis; Perform chart locker audits and other related duties as assigned.
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