Dental Supervisor in Hagerstown, Maryland at Walnut Street Community Health Center Inc

POSITION SUMMARY STATEMENT: Under the direct supervision of the Operations Director and in collaboration with the Dental Director and Mobile Dental Coordinator, the Dental Supervisor oversees the daily operations and functions of the dental practice, to include the Mobile Dental Program. Supports and adheres to the vision, mission, goals and objectives of Family Healthcare of Hagerstown.

As a member of the health center’s integrated care team the Family Navigator will fulfill the following KEY FUNCTIONS AND RESPONSIBILITIES:

Ensures that the operations of the dental department are consistent with the policies, procedures and mission of FHH. Demonstrates good organizational skills for ensuring the completion of a large volume of work in a systematic manner. Demonstrates efficient utilization of products, supplies, equipment, and personnel to promote financial viability through provision of services at a reasonable cost.

Complies with all regulatory and licensing agency requirements for stationary and mobile dental programs.

• Maintains accurate, up-to-date policy and procedure manuals and reference materials. Policies are updated every two years.
• Demonstrates good organizational skills in the preparation of daily work schedules and the assignment of duties and responsibilities to employees, assisting employees during peak times.
• Takes ownership of physical office environment, ensuring a neat and orderly facility, directing activities or responsibilities to achieve a comfortable and appealing environment
• Maintains a high level of problem solving ability to determine causes and solutions of issues within the dental practice and HSIM and HS II, impact on performance. Consistently recommends effective solutions.
• Participates and takes an active role in various committees, to include Risk Management, Forms Committee, Strategic planning, and operational site visits.
• Works closely with Innovative, Inc. and OSIS to ensure smooth and efficient work flow.
• In collaboration with the FHH Patient Care Assistant, ensures the coordination of dental OR cases with Dental Director, patients’ parents and staff at Meritus Medical Center.
• Develops and updates appropriate forms and consents for use on HSIM, HS II and Dental Practice.

FISCAL RESPONSIBILITY: Demonstrates efficient utilization of products, supplies, equipment, and personnel to promote financial viability through provision of services at reasonable cost.

• In coordination with Dental Director and Operations Director, demonstrates effectiveness in helping CFO to prepare an annual budget that includes capital equipment, personnel, inventory, supplies and other costs for the dental practice, HSIM and HS II.
• Willingly works overtime or adjusts schedule to ensure completion of responsibilities or special assignments.
• Monitors productivity of employees to ensure emerging trends are identified and appropriate strategies are being implemented.
• Adheres to approved budget by maintaining operations within the expense and revenue structure that was developed. Monitors expense variances to budget greater than 10% and reports findings to Operations Director.
• Approves and works closely with the Mobile Dental Coordinator on the operation of mobile unit through proper oversight of vehicle maintenance and licensing, and ensures dental equipment and EDR are in working order.

EMPLOYER/EMPLOYEE RELATIONS: Responsible for hiring departmental staff and structuring their work to accomplish FHH’s mission.

• In coordination with the Operations Manager and Dental Director, informs employees of FHH’s policies and procedures along with updates that may impact their performance of assigned job duties and overall operations of FHH.
• Ensures appropriate orientation of new dental staff to include dental assistants, patient care assistant, dental mobile assistants and training of staff.
• Responsible for working with departmental employees to ensure that each employee understands his/her job description and are capable of carrying out his/her duties to achieve the desired results associated with their work.
• Provides employees with day-to-day coaching and feedback relative to their primary responsibilities and performance standards. Consistently gives constructive criticism in a professional and timely manner with appropriate documentation.
• Counsels employees for work performance deficiencies and/or policy infractions and maintains appropriate documentation. Addresses minor issues without direction.
• Independently resolves intra-departmental and/or inter-departmental issues at lowest level and keeps supervisor informed.
• Consistently expresses ideas in a clear, creative and succinct manner. Demonstrates good verbal and written communication skills. Documents and reports information clearly and concisely.
• Demonstrates a positive safety attitude by responding to fire drills, disaster drills, and other emergencies 100% of the time; utilizes equipment in a safe manner; reports unsafe conditions to supervisor when unable to resolve independently.
• Completes and approves timecards by 9:00 am on the Monday of pay week.
• Has monthly staff meetings to discuss new work processes, policy changes, and staff issues.
• Reviews and establishes daily work schedules for dental and clerical assistants. Utilizes resources needed to maintain clinical and clerical function and approves requests for time off and when needed, authorizes overtime.
• Oversees the daily performance of dental assistants and clerical assistants to include assigned duties, team work and professionalism. Reports any variances or concerns to the Dental Director and when needed, carries out corrective counseling.
• Partners with Dental Director in the annual evaluation of dental assistants and hygienists.
• Reviews patient schedules and directs dental assistants on areas of improvement.
• Maintains a monthly calendar for dental department and mobile units.
• Provides coordination of staffing to drive mobile units, set up units, as well as scheduling clinical and support staff to deliver care at community locations.
• Ensures all employees working on HSIM and HS II have received appropriate training and clearances as required by public school policy and MOU.

CUSTOMER SERVICES: Demonstrates regard for, dignity toward, and respect for all patients, their families, guests, FHH employees and representatives of other organizations to ensure a professional, courteous, caring and responsive environment.

• Is responsive in replying to all messaging systems. Is consistently courteous and helpful to internal and external associates and contacts.
• Consistently addresses patients'/visitors’ questions and concerns to their satisfaction, but if unable to answer, refers to appropriate personnel to do so.
• Maintains confidentiality of client and departmental information without any infractions as noted by supervisor or staff.
• Exhibits responsiveness and effective communication skills in interactions with others at all levels within the organization to include returning phone calls/emails, availability to meet and ability to work effectively with others.
• Works effectively with external contacts, establishing positive relationships to the benefit of FHH.
• Along with Dental Director meets with all schools as the liaison to discuss processes and any recommendations for improvement.

Generous benefits, including accrued paid time off, 7 paid holidays, 1 Anniversary Award (after first year). Eligible for health care, vision and dental benefits (employee, parent and child, employee and spouse, or family options). Company provided Life and AD&D Insurance. Company paid Short- and Long-Term Disability, Employee Assistance Program, 403(b) plan with company match and additional voluntary benefits including cancer, hospital, accident coverage, and more.

Education:

• Graduation from high school with commercial/business courses or the equivalent required.
• Successfully complete Dental Assistant Program with national accreditation.
• Maintains DANB by continuing education and community resources.

Experience:

• Five years increasingly responsible administrative/management experience in a medical office or hospital setting plus two years
• supervisory experience in a medical office setting required. College courses in management or specialty area preferred.
• Typing skills, working knowledge of medical terminology required, and knowledge of computer applications in office management and experience with electronic patient records.
• Excellent managerial and leadership capabilities. Experience with Medicaid, Medicare, and managed care programs preferred.

Licensure:

• Certification or AA as a medical secretary/assistant preferred.
• Certified through Dental Assistants National Board and Certified by State of Maryland to take x-rays.
• Current and valid driver’s license and access to an automobile required.
• CPR Certification preferred.

PHYSICAL AND MENTAL EFFORT:

Physical:

Minimum physical effort required. Intermittent sitting with freedom of movement, walking, bending with lifting up to 20 pounds. Requires normal range of hearing and eyesight. Requires eye-hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone and calculator. May require evening and/or weekend work. Frequently work is performed under stress and deadlines. Travel required.

Mental:

Ability to work in a fast-paced environment while maintaining attention to detail and quality of work. Ability to interact effectively with a variety of individuals and groups, including diversified patient population, clinical staff, area health professionals and the general public. Knowledge of basic clinical data, terminology and management processes. Long periods of concentration with attention to details and frequent opportunity for diversification and creativity. Ability to effectively speak, write, and read English.

ENVIRONMENTAL AND WORKING CONDITIONS:

General Characteristics:

Work performed in modern well-equipped dental clinic. Interpersonal relationships with all levels of FHH and community. Frequently works with and around others. Frequent use of high-tech equipment, instruments, and supplies. Radiation and Nitrous Oxide. Chemical Hazards: Occasionally: Ammonia Inhalants, Peroxide, D-Limonene, Prophy Paste, Ethylenediaminetetraacetic Acid. Everyday: Carbocaine, Hemodent, Formo Cresol, Zinc Oxide, Eugenol, Acetic Acid, Nitrous Oxide, Alcohol, Latex, Developer, Fixer, Calcium Hydroxide, Phosphoric Acid, Fluoride, Ammonium Chloride, Aerosols, Sodium Hypochlorite, Ionizing Radiation,

Bloodborne Pathogens.

Physical Hazards:

Loud noise from equipment and patients, potential for needle sticks; biting and kicking from patients and video display terminal use. Radiation and Nitrous Oxide.

Mechanical Hazards:

None.