Clinical Operations Support & Referral Coordinator

University of Minnesota

Full-time - Entry Level

Educational Services

About the position

The Clinical Operations Support & Referral Coordinator plays a vital role in the School of Dentistry (SOD) by providing essential operational support in the areas of referrals, implant coordination, and student scheduling. This position is crucial in ensuring that patients have access to specialty services and that care is effectively coordinated for both internal and external referrals to SOD clinics. The coordinator is responsible for reviewing and assigning student providers to patients appropriately, ensuring a seamless experience for both patients and students. Additionally, the role includes assisting with implant coordination, providing backup support as needed, and maintaining a high standard of patient care throughout the process. In the realm of referral coordination, the coordinator will establish and standardize systems and procedures for the distribution and use of health information across the SOD. This includes ensuring that current and standardized referral policies and workflows are in place, prioritizing referrals, and addressing them in a timely manner. The coordinator will partner with the Patient Experience team to ensure that complete demographic, insurance, and clinical information is sent to referred specialists. Furthermore, the coordinator will work closely with color group directors and specialty clinic faculty to ensure that students are assigned to referred patients appropriately, reviewing details and expectations about the referral with both ordering providers and patients. The implant coordination support aspect of the role involves understanding the processes, guidelines, and best practices for purchasing implants and related products. The coordinator will assist in maintaining a comprehensive database of all implant activity at SOD, preparing reports as necessary, and communicating any schedule changes or irregularities to residents, faculty, students, and staff. The coordinator will also assist in developing effective processes and procedures for the Implant Program. In terms of student scheduling and patient management, the coordinator will review student patient lists to ensure timely care and interface with Color Group leaders to ensure accurate patient assignment and equity in distribution for students. The role may also involve serving on various committees and continuing professional development through attendance at courses, workshops, and seminars.

Responsibilities

• Establish and standardize systems and procedures for the distribution and use of health information throughout the SOD.
• Ensure current and standardized referral policies and workflows; prioritize referrals and address them in a timely manner.
• Partner with the Patient Experience team to ensure complete demographic, insurance, and clinical information is sent to referred specialists.
• Work with color group directors and specialty clinic faculty to ensure appropriate assignment of students to referred patients.
• Review details and expectations about the referral with both ordering providers and patients; request new referrals when applicable.
• Identify and utilize community resources; establish relationships with servicing providers and staff.
• Serve as the point of contact for patients and specialty providers for questions or concerns; assist in problem-solving potential issues related to referrals.
• Understand processes, guidelines, and best practices for purchasing implants and implant-related products.
• Assist in maintaining a database of all implant activity at SOD; prepare reports as necessary.
• Review and maintain awareness of surgical schedules for SOD faculty, residents, staff, and students; communicate schedule changes or irregularities.
• Assist in developing effective processes and procedures for the Implant Program.
• Review student patient lists to ensure timeliness of care.
• Interface with Color Group leaders to ensure accurate patient assignment and equity in distribution for students.
• Assist Student Scheduling Coordinator as assigned.
• Serve on Department, School, and University-wide committees as appropriate.
• Continue professional development through attendance of courses, workshops, and seminars; assist with accreditation and other special projects.

Requirements

• BA/BS degree OR a combination of related education and work experience to equal at least 4 years.
• Experience in a medical or dental setting including patient interaction/communication.
• Excellent written and verbal communication, interpersonal, and customer service skills.
• Ability to interact and communicate effectively with diverse populations.
• Experience with data analysis and process improvement.

Nice-to-haves

• Familiarity with electronic health software.
• Experience ordering supplies and/or equipment, especially within EFS.
• Experience in Microsoft systems and/or Google Docs; experience working with and creating spreadsheets, reports, tracking systems, etc.
• Self-motivated and strategic-minded.
• Project management coursework or skills.

Benefits

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area