Come join a company that strives for Extraordinary People and Exceptional Performance! Chenega Government Mission Solutions, LLC, a Chenega Professional Services’ company, is looking for a Dental Secretary in support of the Claremore Indian Hospital and Indian Health Services (IHS). The Dental Secretary will provide administrative support to dental officers, dental specialists, dental assistant supervisor, front desk clerks, dental assistants, and dental hygienists. Administrative support includes patient management, personnel management, fiscal management, official communications, travel, and program documentation. This position allows the dental team to smoothly function and better serve the intended population. This is a full-time, 8-hour per day, Monday - Friday position.
Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.
Responsibilities
- Receive telephone communications and utilize knowledge of organization, programs, operation, and procedures to direct inquiries.
- Interview patient to determine patient eligibility and patient’s third-party insurance liabilities, contacts the vendors and office staff to schedule patient, and solves problems related to authorization and payment for dental services.
- Ensure necessary claim forms and x-rays are forwarded to the vendors, review all pre-authorizations with chief dental officer prior to forwarding to the claim’s office.
- Maintain files of referral status, communicate with claims office, update and verify all data necessary for patient referrals and billing.
- Keep the chief dental officer informed of weekly, monthly, and quarterly obligations, and payments and balances.
- Understand the dental program priorities for services, patient lists, and procedures for authorizing dental funds, ensuring accurate administrative decisions are made.
- Receive requests for stock issue items, direct issue and equipment from other dental staff and prepare requisitions for purchase. Communicate with vendors for price quotes and ordering information, and communicate with procurement and finance staff to supply requested codes and accounting data. Receive and file copies of all dental purchase orders indicating the spending status.
- Maintain a credit card and a log of each purchase made to ensure the monthly purchase threshold is never exceeded. Reconcile Credit Card purchases each month. Stay current with annual training and the federal government’s rules and regulations regarding purchases.
- Serve as timekeeper for the dental staff.
- Maintain pathology register and assure follow-up contact with pathology patients. Enusre accuracy of information on pathology requests prior to mailing.
- Design, organize, and maintain prosthetic laboratory register of patients for all cases (outgoing and incoming).
- Under direction of the Chief, communicate with other IHS and tribal staff, schools, water plant operators, community officials, news media, and others associated with oral health promotion/disease prevention activities in accomplishing goals.
- Receive and distribute bulk dental mail.
- Ensure accuracy of documentation related to quality assurance, operations and privileges, safety, infection control, reports, and technical papers.
- Obtain material for use in preparing studies, writing correspondence, reviewing actions, programming, and planning, preparing for conferences, and other purposes.
- Keep supervisor informed regarding special reports on facilities, supplies, personnel, and other administrative matters.
- Compose correspondence of a routine and non-technical nature based upon oral instructions, brief notes, or information on files.
- Maintain office files in an orderly fashion.
- Prepare documents for training and travel including travel authorizations in Concur E-travel, training authorizations (SF-350), and travel vouchers (also prepared in Concur E-Travel). This includes calculating mileage, room, and per diem allowances.Make travel reservations i.e. lodging and transportation, for the Claremore dental staff to attend trainings and meetings.
- Develops an annual list of service unit staff training priorities for distribution to the Area Office and service unit staff. Maintains a commitment record of service unit training funds for (25) dental staff members. Makes administrative arrangements for training at the Claremore Indian Hospital.
- Record and type meeting minutes, correspondence and reports.
- Collaborates with the pediatric clerk and operating room clerk to create appointments for physicals, operations, and follow-up appointments for pediatric patients requiring dental rehabilitation in the operating room.
- Prepare requisitions for office and dental supplies stocked in house.
- Serve as backup receptionist for the dental clinic.
Qualifications
- Bachelor’s degree in a business or healthcare discipline preferred
- Minimum of two (2) years management experience, to include financial oversight.
- Dental, medical, or healthcare management experience is preferred
- Punctual and reliable.
- Display a professional demeanor.
