Bilingual Patient Services Coordinator - Dental Hygiene at Yakima Valley College, WA

About the Department

Our Mission Statement:

As a federally designated Hispanic-serving Institution residing on the traditional homelands of the 14 Confederated Tribes and Bands of the Yakama Nation, Yakima Valley College cultivates equity and a culture of innovative and inclusive teaching and learning.

Yakima Valley College serves all students holistically, supports all students’ learning goals, and fosters achievement within career and educational pathways.

We strengthen our communities by providing opportunities for personal enrichment, economic mobility, and sociocultural engagement.

Yakima Valley College is accepting applications for a Patient Services Coordinator in our Dental Hygiene Clinic. This is a full-time, 11-month, classified position, which includes a state benefits package. Leave Without Pay August 1 - August 15 and December 16 - December 31.

This is an in person position with a monthly salary of $3,848.25. The Patient Services Coordinator performs a variety of tasks supporting smooth operations of the Allied Dental programs and clinic. This position supports daily operations by coordinating patient scheduling, purchasing clinical supplies, maintaining patient electronic record software, dental billing, and customer service operations. This position supports the various Allied Dental programs by processing admissions applications, acceptance notifications, class registration, and maintaining admissions software. A high level of accountability, dependability, and multitasking is required.

The Patient Services Coordinator will practice Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA). Duties are performed in an office environment, and long periods of computer work may be necessary to complete assignments. Occasional lifting of up to 25 lbs. may be required.

Position Duties

Overall Dental Clinic Support

• Assist with day-to-day operations of YVCs Allied Dental programs and clinic.
• Handle incoming phone calls, emails, and inquiries related to clinical services and prospective students.
• Attend department meetings as requested and provide updates regarding office procedures or discuss clinic concerns.
• Responsible for opening/closing the dental clinic in coordination with the clinic manager (Clinic Hours: 7:30 AM - 5:30 PM Monday - Friday).
• Provide exceptional customer service to patients, students, faculty, and stakeholders.
• Assist with orienting new staff on clinical office procedures and processes as requested.
• Share front desk duties and serve the community, students and faculty in conjunction with the clinic manager.
• Collaborate with the Dental team on office process procedures, make updates and changes to processes as needed.
• Ensure all patient information is accurately entered in patient's file while maintaining confidentiality and HIPAA compliance.
• Handle patient complaints or concerns, directing patients to appropriate personnel when necessary.
• Maintain a clean and organized office environment, ensuring all supplies and materials are adequately stocked and inventoried.
• Attend professional development training and other assigned training.
• Implement data surveys and produce reports.
• Assist clinic and program outreach efforts such as appointment reminders, patient survey collection, and prospective student tours.
• Regularly review the Clinic/ Program website information and marketing materials for accuracy and to ensure up-to-date information.
• Prepare daily/weekly patient appointment schedules.
• Maintain Axium Ascend software system, including management of user accounts, setting user access levels, maintaining patient appointment system, and tracking daily clinical services and billing through the system.
• Collaborate with software vendors to resolve technical issues.
• Manage patient intake, filing, and record-keeping of clinical documents.
• Process accurate and timely billing for services rendered by the clinic using Axium Ascend billing software and DentalXChange.
• Verify insurance prior approval requirements, dispute rejected claims, and submission of additional documentation to insurance asrequested.
• Ensure cash deposits are completed according to YVCprocedure.
• Maintain detailed billing records, fee schedule, andcodes.
• Process, reconcile, and ensure accuracy of patient billingdocuments.
• Assist patients with understanding insurance coverage, co-pays, and other financial matters related to dentalservices.
• Supports supply, equipment, and inventorycontrol.
• Support faculty and staff with travel authorizations, expenses, etc.
• Share responsibilities for communicating with vendors for clinical supply purchases, evaluating cost-effective alternatives, and ensuring timely ordering and delivery of products to maintain smooth clinical services.
• Share responsibilities for processing necessary program contracts and MOU’s following college procedures.
• Processing purchase requisitions for clinical and office supplies to ensure optimal clinic operation.
• Maintain records of all clinical purchases, inventory and ordering.
• Support the clinic manager to coordinate student program application processing, requesting TEAS test scores from testing center, and maintain student program roster.
• Maintain WebAdmit software to manage student program applications.
• Assist dental hygiene students with registration for courses and coordinate with registration to ensure proper student enrollment.
• Coordinate student building access by managing the distribution and collection of required documentation for security office; collaborate with security personnel to issue key cards and collection of cards at end of academic year.
• Assist with Central Regional Dental Testing Services (CRDTS) coordination on YVC campus by facilitating room requests, purchasing of supplies, arrangement of catering services, and processing billing and collection of funds for the event.
• Facilitate program class registration by collaborating with faculty, BASDH students and registration office.
• Create student files for program entrancereview.
• Coordinate booking of campus space for program events and specialseminars.
• Maintain student program rosters and registrationdocuments.
• Share responsibility for providing information to Registration and Financial Aid offices regarding program admits and withdraws on quarterly basis.
• Perform other duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Three years of full-time medical or dental office experience.
• One year of medical or dental billing.
• Bilingual/biliterate: English/Spanish.

PREFERRED QUALIFICATIONS:

• An earned Associate’s degree from an accredited institution.
• Experience as an office professional in a dental clinic.
• Experience working in a busy office environment and working well underpressure.
• Proficient use of Microsoft applications- Excel, Word, Outlook, and Teams.

ABILITY TO:

• Work collaboratively with a diverse faculty, staff, students, public, and community partners to create a positive work environment.
• Communicate clearly in oral and written formats with translation from English to Spanish as needed.
• Provide excellent customer service to all students, staff, faculty, and community members.
• Implement rules and regulations.
• Meet or exceed deadlines.
• Handle money (cash, checks, etc.) accurately and follow State and college rules and regulations.
• Read and comprehend advanced instructions, operation manuals, correspondence, and memos.

KNOWLEDGE OF:

• HIPAA and FERPA.
• Customer service practices.
• Computer applications such as email correspondence, telephone systems, PDF creation and manipulation, spreadsheet creation, attaching documents to emails, etc.
• Filing and documentation processes.
• Office organization.
• Medical billing.

Other Qualifications

APPLICATION INSTRUCTIONS:

To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments: 

• A cover letter describing your interest and alignment with YVC's mission.
• A current resume (a resume will not substitute for the "work experience" section of the online application)  
• Three (3) professional references(personal references do not count as professional)
• Unofficial transcripts for confirmation of degree (if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.  
• Certifications/Credentials as required for fulfillment of the minimum qualifications.

Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online application. 

SUPPLEMENTAL INFORMATION:

Candidates invited for interviews may be required to complete a skills test.

Candidates may be subject to a Criminal History Background Check as a condition for consideration of employment.

"In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire."

Yakima Valley College does not discriminate against any person based on their race, color, creed, religion, national origin, sex, sexual orientation and/or gender identity, age, marital status, the presence of any sensory, mental or physical disability, the use of a trained dog guide or service animal by a person with a disability, honorably discharged veteran or military status, genetic information, or any other prohibited basis in admission, treatment, or participation in its programs, services and activities, or in employment. All inquiries regarding compliance should be directed to Alma Ramirez, Chief Human Resources Officer, Yakima Valley College, 1015 South 16th Avenue, Yakima, Washington, 98902; email[email protected]; telephone 509.574.4671.

Yakima Valley College's Annual Safety and Fire Report is available online at https://www.yvcc.edu/services/safety-security, containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 509.574.4610.

Applicants with disabilities who require assistance with the recruitment process will be accommodated to the extent reasonably possible.

All positions are subject to funding. 

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