Treatment Coordinator

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

Location - This role is in-person at North Campus Edmonton.

Reporting to the Patient Management Services Supervisor and supporting the Program
Directors and the Discipline Lead. The Treatment Coordinator provides administrative support to the patients and students/residents. This position works in a busy environment, answering a high volume of phone calls and interacts daily with patients and students/residents.

*Treatment Coordinators may be assigned to various programs areas within the School of Dentistry Oral Health Clinic. These include but are not limited to the CCD Undergraduate Clinic, Specialty Clinics (Oral Surgery, Implants, etc), General Practice Residency (GPR) Clinic, Periodontology Graduate Clinic, etc. The general tasks and responsibilities are similar regardless of the specific clinic. The initial assignment will be to Implant Clinic.

Patient Coordination:

• Assigns incoming referrals to a student/resident
• Assigns patients to programs in the Oral Health Clinic
• Transfers patients between various programs in the Oral Health Clinic
• Assigns the order in which students/residents see their patients based on patient and student needs
• Helps coordinate the sequencing of appointments for patients being treated with the students/residents
• Brings queries regarding patient assignment to Leads or Program Directors
• Coordinates internal referrals to specialty programs and follows up on patient return.
• Helps facilitate the sequencing of patient appointments to ensure correct time frames are maintained for the type of treatment being performed and to meet the treatment needs of the patient
• Works with the Director to implement the exit of patients
• Documents all patient communication in contact notes
• Receives correspondence and radiographs from private practice and enters into patient chart
• Initiates and books appointments, including those for new patients and recalls based on patient and student/resident needs
• Reviews appointments daily in order to ensure maximum clinic utilization
• Reviews case histories and identifies students/residents that are in need of specific treatment type cases and distributes as required in consultation with the Program Director
• Ensures treatment plans have been entered and the treatment status is correct 
• Monitors the booking schedule for efficiency
• Follow-up on progression of lab cases
• Runs and monitors standardized reports on a weekly basis for the purpose of monitoring experiences and case availability
• Reviews reports and extracts data for spreadsheets and other applications - advises the Program Director of the findings from these reports
• Liaises with Program Director, Scheduling Clerks, and/or students/residents, regarding patient case histories and appointments
• Assist in preparing documentation for chart audits
• Provides essential general program information to patients prior to and during the initial stages of treatment, this includes costs and payment options

Academic Staff:

• Consults with Leads and/or Program Directors with regards to desired clinical experiences and assignment of patients as required
• Responds to instructors re patient assignment and scheduling queries
• Runs reports for faculty for grading, tx progress

Students/Residents

• Responds to students/residents re patient assignment and scheduling queries
• Provides monthly assessments of students/residents patient management skills to Program Director
• Ensures all students/residents have a varied assignment of patients to meet the range of educational experiences
• When required, tracks each student’s/resident’s assigned: planned, in progress, and completed patient experiences

Chart Maintenance:

• Receives chart sign offs from students/residents and checks that all chart entries are accurate and approved
• Follows up on any chart deficiencies
• Assign / Consult with Lead or Program Director about assignment
• Coordinates other educational program initiatives as required
• Provides backup to other Treatment Coordinators as required

• Office Administration/Medical Secretary Certificate or relevant post-secondary training, Registered Dental Assistant preferred.
• Five years relevant experience in a dental/medical office environment.
• Experience working with Electronic Health Record systems is required.
• Dental terminology and background is required..
• Excellent communication skills and interpersonal skills.
• Proficiency using email and calendaring, Word, Excel, and scheduling software.
• Ability to work independently, with a high level of motivation.
• Accuracy and attention to detail.
• Ability to prioritize activities and meet deadlines.
• Exceptional customer service skills working within a fast-paced environment.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.