Dental Operations Manager II at Virginia… · Hillsboro

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.
If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary:  The Dental Operations Manager II (DOM) manages two dental clinic sites and provides a stable working environment and meet the dental clinics’ Key Performance Metrics (KPMs) as identified by the organization, particularly around quality, access, patient and staff satisfaction. The DOM-II supervises clinic staff, ensuring that the site operates effectively, efficiently and consistent with the dental scope of practice and VGMHC’s mission, vision and values. This position schedules and coordinates services, including students in the clinic and coordinates services in the mobile unit and with their respective primary care counterparts. The DOM-II has an expectation to be in the clinic and available to staff as much as possible considering the need to participate in activities like community events or work-related meetings outside of the clinic. The DOM-II ensures site adherence to OSHA standards, VGMHC safety protocols, and other regulatory requirements.

Essential Duties and Responsibilities:                
•    Provide day-to-day leadership at two dental clinic sites (or one large, more complex site with 10 or more dental operatories) and help set goals and objectives with dental management team designed to meet VGMHC’s mission and vision. 
•    Role model appropriate VGMHC’s behavioral competencies.   
•    Supervise, support training, and complete evaluations of all clinical support staff, including EFDA, DA, front staff, externs, and volunteers in their various responsibilities. Provide performance evaluations for dental providers (all areas except clinical components)  
•    Oversee professionalism, productivity, performance, efficiency, and quality of all clinic staff.  
•    Plan and coordinate daily staffing schedule to maintain proper coverage for clinical services. Builds daily, weekly, and monthly staffing schedules and publishes through the current online employee scheduling service.
•    Build provider templates in Epic, publishing and releasing schedules according to staff availability and clinic operational needs.
•    Coordinate and oversee outreach efforts to engage assigned patients in dental care to meet required Key Performance Metrics (KPMs).
•    Work collaboratively with dental management team and dental outreach coordinator to achieve Key Performance Metrics and other organizational objectives.  
•    Oversee and maintain inventory and ordering of all materials and supplies necessary for the clinic's daily operations. 
•    Oversee patient scheduling to ensure consistent accuracy and productivity. Support front desk staff in delivering high-quality customer service, both in-person and over the phone.
•    Organize and coordinate regular meetings with assistants, providers, and front office staff to solve problems and improve the quality and efficiency of patient care.
•    Work with mobile clinic coordinator and Outreach Director to coordinate migrant camp program for dental services and education. 
•    Coordinate the placement, orientation, and supervision of students and volunteers. 
•    Identify local health and social service resources for clinic patients, and support patients in accessing resources. 
•    Support and participate in care integration initiatives and collaborate with other disciplines involved in the delivery of patient care. 
•    Assist with other clinic responsibilities as needed, including covering and supporting the operations of other clinics during managers’ absences.
•    Supervise maintenance of dental equipment and materials and coordinate required service and repair orders.
•    Participate in the development of protocols and workflows for clinic staff to ensure the quality of care.
•    Organize and coordinate patient flow through clinic.
•    Work with Dental Director and Dental Program Manager for the submission, facilitation, coordination, and implementation of VGMHC dental grants, including but not limited to the Federal grant. 
•    Provide or facilitate initial and on-going staff trainings and education (ex: CPR/BLS).
•    Work with Staffing Team to recruit, interview, and hire support staff for vacant positions.
•    Maintain appropriate staffing for services offered and make hiring recommendations to Dental Director and Dental Program Manager. 
•    Confer with HR and union contract on all direct staff disciplinary actions.  
•    Maintain a safe work environment:  
o    Responsible for all OSHA activities, including policy development, infection control, and record-keeping. 
o    Coordinate OSHA/infection control procedures, training, including initial and annual staff training. 
o    Comply with and supervise all staff in compliance with “Universal Precautions” for infection control. 
o    Attend safety committee meetings or send a representative to address issues involving workplace safety.  Communicate this information to dental staff.
o    Oversee and assure HIPAA, OSHA, Safety and other regulatory requirements are met at the site.  
•    Strive to improve and facilitate patient care and satisfaction.
•    Maintain high customer service standards. 
•    Assist in creating and implementing QA/QI objectives in dental assisting, staff coordination, and safety. 
•    Assist Dental Management team in development and implementation of policies and procedures related to dental assisting and operations. 
•    Work with Dental Program Manager and/or Patient Engagement Specialist to ensure proper handling of incidents and/or accidents through incident reports. 
•    Communicate and continually update dental QA/QI information.
•    Assure that the requirements of Finance, IT, and HR are met at the site.
•    Participate in coordination and development of Center programs, strategic planning, and day to day operations of dental clinics. 
•    Work with Dental Program Manager in program development and process improvement efforts.
•    Assist the organization in the implementation and facilitation of current grants (federal, state, local, private) related to dental health services and participate in necessary reporting; participate in budget planning, adherence, and oversight.
•    Review weekly and monthly performance and productivity reports and address opportunities for improvement.
•    Track dental billing and collections reports for inaccuracies that impact productivity and revenue at the clinic level. Identify patterns of issues that cause denied claims, pended encounters, and erroneous charges, and implement solutions to minimize waste.
•    Revise monthly reports and make recommendations for improvement.
•    Represent dental interests at clinic-wide and leadership meetings.
•    Communicate pertinent information to dental staff. 
•    Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
•    Perform other duties as assigned.

HIPAA Requirements:
The Dental Operations Manager II has access to PHI in order to create and maintain an accurate and up to date medical record, applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include: all sections of the dental and medical record, patient demographic information in the practice management system, and incoming records, reports, results, consultations, etc. The Dental Operations Manager is required to read the content of these records only the extent needed to accomplish the assigned task (e.g. filing or disclosure).

Knowledge, Skills, and Abilities Required:
•    Ability to self-manage and effectively manage workload
•    Bilingual/bicultural proficiency preferred (Spanish/English spoken and written).
•    Desire to work with underserved/disenfranchised communities.
•    High level of skill in interpersonal relations and problem solving.
•    Demonstrated ability to work effectively in a team environment.
•    Excellent Customer Service skills.
•    Ability to embrace change and innovation when appropriate 
•    High degree of confidentiality, integrity and professionalism.
•    Knowledge of dental terminology preferred.
•    Ability to multi-task and set priorities in an ever-changing environment while maintaining a calm, professional environment.
•    Good organizational and time management skills.
•    Demonstrate initiative and judgement in problem solving.
•    Demonstrated problem solving skills in a complex environment.
•    Ability to make independent decisions based on the Center’s protocols.
•    Excellent interpersonal, verbal, and written communication skills.
•    Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and database software.
•    Knowledge of dental procedures, techniques, and instruments preferred. 
•    Knowledge of medical record keeping, dental charting, and documentation standards. 
•    Knowledge of OSHA Bloodborne Pathogens Standards and adherence to safety rules and standards. 
•    Knowledge of patient triage, chair side assisting, sterilization, coronal polishing, placing sealants and dental equipment and materials preferred. 
•    Ability to help keep accurate and legible records within scope of duties. 
•    Ability to work effectively with dentists, co-workers, and patients. 
•    Ability to be culturally sensitive and to relate to people of varied racial, educational, and socio-economic backgrounds. 
•    Ability to work with patients who have limited knowledge of proper oral hygiene. 
•    Willingness to work with interpreters and non-English speaking patients.
•    Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
•    Commitment and alignment to Virginia Garcia’s mission, vision, and values.
•    Valid driver’s license, reliable transportation, safe driving record, and insurance coverage required.

Education and Experience:
•    Associate or bachelor’s degree in business, public administration, or a related field preferred or equivalent work experience 
•    Three years’ management and supervisory experience required – preferably in a community health center, university, or broad multi-location setting – with at least three years’ experience in a medical or dental environment required.
•    Radiology Certificate preferred
•    Expanded Function Dental Assistant Certification (EFDA) preferred
•    Current BLS/CPR/AED certification preferred
•    Experience in administration of clinical functions preferred
•    Experience with EPIC medical electronic health record and practice management software preferred
•    Experience in program development is preferred

Behavioral Competencies:
Accountability: Role model VG’s mission, vision, and shared values
Customer-Focus: Listen to the voice of the customer and strive to delight them by exceeding their expectations
Teamwork: If someone needs help, help them
Initiative: Be innovative, apply fresh ideas, and continuously improve how you do your work
Confidentiality: Maintain strict confidentiality and respect the privacy of others
Ethical: Demonstrate integrity, honesty, and stewardship in all encounters at work
Respect: Demonstrate consideration and appreciation for co-workers and patients
Communication: Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:
Percentage of time spent 
•    Standing: up to 40%
•    Walking: 10%
•    Sitting: up to 60%
•    Reaching/stooping/bending: 10%
•    Must be able to lift/carry up to 30 lbs.
•    Computer usage: up to 60%
•    Travel: Local up to 10%

Working Environment/Physical Hazards:
•    Work in a well-lighted, ventilated environment.
•    Potential exposure to blood borne pathogens and hazardous chemicals.

Equipment Used:
Office Equipment
•    Computer
•    Telephone, Fax, Copier, Scanner

Dental Equipment Used:
•    Autoclave
•    Ultrasonic
•    Digital X-ray equipment
•    Oxygen and Nitrogen gas tanks

Immunization:
Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission. 
VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes affirmative action in placement, promotion, transfer, rate of pay and termination.