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Clin Svc Representative I
Job no: 539814
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Dentistry, Health Care Administration/Support
Department:34070101 - DN-ORTHODONTICS ADMIN
Classification Title:
Clinical Service Representative I
Classification Minimum Requirements:
High school diploma or equivalent.
Job Description:
Scheduling: DOLPHIN Schedule and coordinate appointments in both DOLPHIN and AxiUm according to specialty (Ortho, Endo or Perio) and treatment to be completed as well as Veterans Affairs coordination through fax, email, and phone. This includes submitting pre-authorizations, coordinating with Doctors/Radiology on which procedures have been approved to be completed. Print all clinic schedules daily and chart prep to ensure accuracy. Ensure no-show patients are contacted by phone. Monitor AxiUm & DOLPHIN schedules for open slots and fill with patients desiring appointments. Log in to Intiveo to check for cancellation calls daily for Faculty Perio, Endo and Faculty Orthodontic clinics from DOLPHIN to Intiveo. Complete school/work excuses and appointment cards. Receive, re-route, and return calls made to the specialty practices. Enter new patients into DOLPHIN and/or AxiUm ensuring all demographics are correct and completed to their entirety. Complete and route radiology requests for the Faculty ortho and perio clinic. Complete and route Inner Clinic Referrals to the Specialty Clinic, as well as the online requesting appointment portal. Recommend and implement operating policies and procedures to help better work flow for the team. Schedule to individual doctors goals to maintain profitability. Coordinate with Doctors for patients with questions, offices needing correspondence and emergency situations for patients.
Finances: Complete transfer forms for patients and make necessary adjustment to patient account with sending appropriate ADJ forms through axium. Enter charges into AxiUm for Faculty Orthodontic, Faculty Endodontic and Faculty Periodontic clinics, collect payments, and allocate in AxiUm. Verify status of patient's account to ensure they are current before each visit. Initiate financial contracts for new patients. Review delinquent accounts and contact responsible party or patient for collection. Send adjustment request forms monthly to business office for collections accounts. Initiate Payroll Deduction for all UF employees seeking treatment in Faculty Orthodontic, Faculty Endodontic and Faculty Periodontic clinics. Initiate contracts for all Faculty Orthodontic Clinics. Work with the UF College of Dentistry business office to review and maintain all accounts receivable for all clinics. Run a monthly aged balance report for endo, perio and ortho to call and collect payments, reset recurring payments for patients whose cards have been cancelled/renewed and re-send insurance claim forms for balances pending with insurance. Consult with each new orthodontic patient discussing payment options. Perio and Endo treatment planning and presenting to patient. Verify all patients insurance prior to visits. Fill out verification of insurance forms, updating prior to each visit to ensure accurate treatment plans are provided to patients.
Charts (college and department): Interacts with faculty to ensure that patient records are provided daily and maintained to support patient treatment programs effectively. Update patient information in two different online patient management systems (AxiUm and DOLPHIN), transcribe all patient medical histories before appointments. Responsible for maintaining records management of dental charts, including use of DOLPHIN and AxiUm software for chart tracking and editing patient information when changes occur in files. Keep correspondence and forms accurate and current utilizing system features in DOLPHIN and AxiUm. Ensure patient policies and procedures conform to legal and patient, revise bad address report. Scan all referrals/forms/lab slips/letters into the appropriate system. Attend health fairs and expos promoting faculty practice.
General office duties: Maintain work area in an organized and clean manner. Represent department/clinic image to the public and maintain a helpful but business-like attitude towards the efficient operation of the clinics, and expected to dress and act in a highly professional manner. Label brochures and envelopes as necessary. Distribute mail and forms to appropriate offices in the college and/or department. Accountable for all quality assurance issues, handles all concerns and complaints of faculty, staff and patients in regards to clinic operations, equipment, workflow, and materials, and makes recommendations regarding office operations to the supervisor. Other duties as assigned. Enter Inner-clinic referrals and radiology requests per Doctors Request. Place IT requests for any needs including the uploading of patient x-rays/pictures into axium.
Monday through Friday, 08:00 AM to 05:00 PM and Tuesdays 5:30pm
Patient care may require some flexibility in daily schedule
Expected Salary:
$17.00 - $18.00
Benefits:
The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!
Explore UF's plethora of benefit options here: TEAMS Benefits
Required Qualifications:
High school diploma or equivalent.
Preferred:
EXPERIENCE: Dental experience preferred but not necessary
KNOWLEDGE: some knowledge of dentistry would be helpful
SKILLS - Excellent organizational skills - Exceptional interpersonal skills - Strong written and verbal communication skills - Customer service skills - Microsoft Word and Excel skills (to process letters, spreadsheets, labels, and other documents) ABILITIES - Ability to multi-task - Ability to initiate, follow-through on, and complete projects - Ability to prioritize, plan, and organize work activities - Ability to establish and maintain effective working relationships - Ability to work effectively as a collaborative team member with a high a level of accountability and responsibility
OTHER QUALIFICATIONS - Excellent follow-through - Mature - Responsible - Reliable
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume. This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See the Qualified Positions link on our applicant FAQs page for a list of eligible positions.
Application must be submitted by 11:55 p.m. (ET) of the posting end date. This requisition has been reposted. Previous applicants are still under consideration and need not apply.
Health Assessment Required:Yes
Advertised: 03 Jun 2026 Eastern Daylight Time
Applications close: 17 Jun 2026 Eastern Daylight Time
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