Specialist, Administrative Dental Clinic

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Northeast Wisconsin Technical College is a nationally recognized and locally trusted college dedicated to advancing the success of all students and economic vitality of the communities we serve through access, high-quality education, and strategic partnerships. The community that we serve is home to people with a rich range of backgrounds and experiences. We are committed to supporting an environment where all students and employees thrive and succeed. We believe every team member enriches our organization with unique skills, perspectives, and solutions. We seek applicants who are motivated and equipped to support all students, to work effectively with colleagues from a range of backgrounds, and to build the vibrancy of our community. You belong here. See why you will love working at NWTC. Department: Health Sciences - College of Allied Health Reports To: Dean, Health Sciences LOCATION: Green Bay STANDARD HOURS: Average of 32 hours per week M-F between 7 am - 3pm; hours during the academic year may be more, with some summer hours being less. Flexibility is needed to meet student needs. PAY RANGE: $20.69-$22.30/hour *Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity. POSITION SUMMARY Provide essential support to the NWTC Dental Assistant and Dental Hygiene Clinics, department, students, and community by providing outstanding customer service to patients, visitors, and anyone visiting the college. Offering accurate information and guidance related to dental clinic services and college resources. Foster a positive and inclusive atmosphere and collaborate closely with faculty to provide administrative support, helping to facilitate smooth clinic operation for faculty, students, dentists, and patients Serve as the back up to the Dental Clinic Technician-Coordinator. ESSENTIAL FUNCTIONS Patient Records, Scheduling & Financial Coordination Coordinate patient scheduling and clinic flow to support efficient operations and student clinical experiences across dental programs. Maintain and audit patient records and clinical documentation within Dentrix, ensuring completeness and regulatory compliance. Manage patient charts to determine required actions related to payments, Medicaid/ForwardHealth eligibility, insurance claims, and completion of required treatment documentation. Process patient payments, submit dental claims, reconcile transactions, and coordinate revenue reporting with the Program Director and Dean. Administrative & Operational Support Serve as a resource for clinic communication and coordination through management of appointments, prescriptions, consultations, correspondence, and patient interactions via phone, email, fax, mail, and in person. Maintain clinic forms, workflow protocol, and operational procedures to improve efficiency, consistency, and patient experience. Maintain inventory and order clinic and office supplies, troubleshoot operational issues, and coordinate office equipment maintenance and work orders. Ensure compliance with FERPA, HIPAA, OSHA, infection control, and institutional guidelines within a clinical education environment. Dental Software Training & Systems Management Serve as a resource for Dentrix (clinical software program) and related clinic systems by providing ongoing support for students, faculty, staff, interpreters, interns, and work-study employees. Guide first-year dental students on patient registration, scheduling, family file management, charting, and patient communication workflows within Dentrix. Conduct advanced and system upgrade for second-year students and support the adoption of updated software features and workflows. Assist users with clinical technology, system navigation, and workflow optimization. Collaboration, Patient Referrals & Clinical Coordination Collaborate with Dental Hygiene & Dental Assistant faculty, students, and support staff teams to support clinic operations, workflow efficiency, and patient care delivery. Coordinate patient referrals and documentation exchanges with community dental partners, including the N.E.W. Community Dental Clinic. Manage patient call lists, screening schedules, interpreter coordination, and communication needs to support patient access and continuity of care. Assist faculty, students, and patients with access to digital radiographs, intra-oral photos, perio charts, and clinical documentation resources. Student Clinical Administration & Educational Support Support student clinical operations through maintenance of MS Teams phone numbers, voicemail systems, and communication resources for Dental Hygiene students. Maintain radiography tracking and grading spreadsheets, ensuring data entry, monitoring the organization of student clinical data . Manage and import emailed X-rays into Dentrix. Clinic Operations, Sterilization & Equipment Support Provide operational back-up support for Dental Clinic T

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