Keep Care Moving Behind the Scenes—Join Southside Community Health Services as an Oral Health Administrative Assistant

Southside Community Health Services (SCHS) is a full-service, non-profit healthcare clinic serving the South Minneapolis community. We are committed to improving the health of our patients and communities by delivering exceptional care, removing barriers, and promoting healthy lifestyles.

About the Role

The Oral Health Administrative Assistant supports the coordination of patient records, referrals, and oral health care appointments while ensuring information is processed accurately, confidentially, and in a timely manner. This position also provides general administrative support to the Oral Health department, assists with patient inquiries, and helps ensure smooth daily operations.

Key Responsibilities

• Coordinate and maintain the flow of oral health patient records, including records needed for appointments, case management, laboratory results, and X-rays
• Coordinate with Patient Care Representatives regarding patient charts for scheduled, urgent, and walk-in appointments
• Process patient correspondence within 48 hours and ensure documents and records are routed to providers for review
• Prepare and release patient records in accordance with appropriate consent and HIPAA requirements
• Manage incoming faxes, including scanning, uploading, distributing, and filing records in patient charts
• Manage internal and external oral health referrals in accordance with SCHS policies
• Assist patients with referral scheduling and problem-solve barriers related to the healthcare system
• Track referrals, maintain documentation, and follow up with providers and patients as needed
• Maintain current referral specialist contact information and ongoing communication with referral partners
• Manage patient scheduling requests, including oral health and vision appointments
• Collect required demographic and insurance information and discuss payment options or Patient Advocate appointments when appropriate
• Assist patients with resolving balances or establishing payment plans when appropriate
• Send mConsent form links to patients who are missing required consent forms
• Respond to patient and provider scheduling requests through phone, voicemail, email, Epic In-Basket, Epic bubbles, and other communication channels
• Provide backup support for Treatment Plan Coordinators and Patient Care Representatives as needed
• Maintain department equipment and supplies, including signature pads, scanners, and online scanning systems
• Participate in staff meetings, committees, and other department activities
• Assist with other duties and responsibilities as assigned

What You Bring

• Strong communication and customer service skills
• Excellent time management, organization, and attention to detail
• Ability to work independently and as part of a team
• Flexibility and ability to adapt to an evolving workload
• Ability to build rapport with clients of varying ethnic backgrounds and socioeconomic status
• Strong problem-solving skills with a focus on optimization
• Continuous improvement and feedback-driven mindset
• Commitment to the SCHS mission and staff values

Qualifications

• High school diploma or GED.
• Scheduling Experience
• Experience with Dental Electronic Records System, preferably Epic
• General knowledge of computer programs and applications.
• Bilingual (English/Spanish or Somali) preferred.