Job Description

Job Title:                     Dental Operations Manager I

FLSA:                           Salaried “Exempt”

Base Salary:               VG-115

Department:               Dental

Representation:         Non-represented

Reports to:                 Dental Operations Department Administrator

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values 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 I (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-I 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-I 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-I ensures site adherence to OSHA standards, VGMHC safety protocols, and other regulatory requirements.

Essential Duties and Responsibilities:                                                    

• Provide day-to-day leadership at one dental clinic site (a less complex site with 9 or less 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 clinical support staff.

• Coordinate daily staffing schedule to maintain proper coverage for clinical services. 

• Take part in the interviewing and hiring all dental staff. 

• Review and process requests for vacation, sick and other leaves of absence for clinical support staff.

• Order dental materials and supplies.

• Meet with assisting, provider and front office staff on a regular basis to solve problems and improve quality and efficiency of patient care.

• Work with mobile clinic coordinator and Outreach Director to coordinate migrant camp program for dental services and education. 

• Orient, place and supervise students and volunteers. 

• Identify local health and social service resources for clinic patients, and support patients in accessing resources. 

• Consult, refer and collaborate with other disciplines involved in the delivery of patient care. 

• Assist with other clinic responsibilities as needed. 

• Supervise maintenance of dental equipment and materials.

• Maintain reasonable inventory of clinical supplies and materials; participates in annual inventory. 

• Develop protocols and work flows for clinical support staff to ensure quality of care.

• Organize and coordinate patient flow through clinic.

• Work with Dental Operations Department Administrator for the submission, facilitation, coordination, and implementing 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 Manager to recruit, interview and hire support staff for vacant positions.

• Responsible for all OSHA activities, including policy development, infection control and record keeping. 

• Develop OSHA/infection control procedures, trainings, including initial and annual staff trainings. 

• Comply with and supervise all staff in compliance of “Universal Precautions” for infection control. 

• Attend safety committee meetings or send representative to address issues involving workplace safety. Communicate this information to dental staff.

• Strive to improve and facilitate patient care and satisfaction.

• Assist in creating and implementing QA/QI objectives in dental assisting, staff coordination and safety. 

• Develop and implement policies and procedures related to dental assisting and operations. 

• Work with Dental Operations Department Administrator and/or Office Manager to ensure proper handling of incidents and/or accidental through incident reports. 

• Communicate and continually update dental QA/QI information.

• Participate in coordination and development of Center programs, strategic planning and day to day operations of dental clinics. 

• Work with Dental Operations Department Administrator in program development.

• Assist with the organization, implementation, and facilitation of current grants (state, local, private) related to dental health services and participate in necessary reporting; participate in budget planning, adherence and oversight.

• Revise monthly reports and make recommendations for improvement.

• Represent dental interests at clinic wide meetings.

• Communicate pertinent information to dental staff. 

• Perform other duties as assigned.

HIPAA Requirements:

The Dental Operations Manager 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:

• 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.
• High degree of confidentiality, integrity and professionalism.
• Knowledge of medical terminology
• 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 Center’s protocols.
• Excellent interpersonal, verbal and written communication skills.
• Proficiency with Microsoft office suite including Microsoft Word, Excel, PowerPoint and database software.
• Knowledge of dental procedures, techniques, and instruments. 
• 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. 
• Ability to operate x-ray equipment, taking and processing film. 
• 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.
• Commitment and alignment to Virginia Garcia’s mission, vision and values.

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 for healthcare provider required (ACLS preferred).
• Experience in administration of clinical functions preferred.
• Experience with EPIC medical electronic health record and practice management software preferred.
• Experience in program development preferred.
• Valid driver’s license, reliable transportation, safe driving record and insurance coverage required.

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

• 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.