Dental Hygiene Administrative Specialist

About the role

The Dental Hygiene Administrative Specialist for the Dental Hygiene Program provides comprehensive administrative, financial, and operational support for the Dental Hygiene Program and patient clinic. This position coordinates daily clinic operations, manages patient scheduling and records, supervises front office activities, maintains clinic inventories, processes financial transactions, supports faculty and students, ensures compliance with regulatory requirements, and provides exceptional customer service to patients. The specialist serves as the primary point of contact for patients, students, faculty, and external healthcare providers, ensuring the efficient and effective operation of the teaching clinic and program.

Responsibilities

• Coordinate all front office operations for the Dental Hygiene Clinic.
• Create and maintain confidential patient and student records in accordance with university and regulatory requirements.
• Obtain dental radiographs, medical clearances, referrals, and other documentation from healthcare providers.
• Maintain patient recall systems and generate recall lists for student scheduling.
• Develop and maintain a patient classification system to ensure equitable patient distribution among students.
• Assist students in identifying, recruiting, and scheduling patients needed to meet clinical competencies.
• Supervise and train student workers assigned to reception during clinic sessions.
• Maintain financial records, balance daily clinic financial transactions, reconcile purchasing card transactions, invoices, and vendor charges.
• Manage inventory of office supplies, educational and patient care supplies, and dental, clinical, and laboratory supplies.
• Process requisitions and special purchase requests for faculty and instructors.
• Arrange delivery of medical gases, including nitrous oxide and oxygen.
• Process dosimetry services for faculty, staff, and students.
• Ensure clinic documentation complies with applicable university, state, and federal regulations.
• Manage retention and destruction of patient records in accordance with record retention policies.
• Maintain confidentiality of patient health information in compliance with HIPAA requirements.
• Enter clinic schedules and student assignments into the dental clinic management software.
• Create and maintain user accounts and passwords within the clinic software system.
• Maintain active and inactive patient records.
• Proctor examinations as requested by faculty.
• Support program outreach and recruitment activities.
• Perform other duties as assigned.