Dental Assistant (Programs & Administration)

Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people’s lives through the work that we do. We are looking for people like you to help make it happen.

The Role:
Provides dental assistant services and administrative support for dental screening programs at schools and community sites. Processes claims, predeterminations, and payments for government financed dental care programs. Provides administrative support for dental program and staff. Responds to program inquiries from dental offices, parents, schools, and the public.

Duties/Responsibilities:
Plans and schedules dental health screening at elementary schools and community sites. Books/organizes rooms, and liaises with school administration regarding scheduling.

Assists Dental Hygienist by charting students with urgent dental needs. Enters/maintains student oral health data in provincial database. Updates demographic and parent contact information in consultation with school staff.

Follows infection prevention and control protocols to prepare for dental screening, including reprocessing/sterilizing instruments. Maintains equipment (ultrasonic cleaner and sterilizer); completes documentation; and reports issues to supervisor.

Enters and maintains program data in spreadsheets (e.g., students with non-urgent and preventive dental needs).

Participates/assists in planning health promotion activities (e.g., prepares mail-outs and notices, orders printing and resources, provides oral hygiene instruction/information ).

Provides customer service and responds to general program inquiries and fee guides and claims from dental offices, parents, and the public. Provides information for other government programs/ resources, as appropriate.

Processes dental claims from dental offices for government financed dental care programs. Enters client treatment data into database , ensuring coverage/eligibility per criteria; and contacts dental offices to resolve issues (e.g., missing/inaccurate information).

Verifies and enters dental predeterminations, ensuring participant eligibility for coverage and submits to Dental Consultant for authorization. Forwards results to dentists.

Submits payment requisitions to Finance for claims payment; reconciles payments to claims; and works with same to resolve payment issues.

Provides administrative support to program management and staff. Formats, transcribes, and edits resource/promotional materials, agendas, and meeting minutes. Processes mail. Prepares timesheets and purchase orders for clinical dentists and travel expense statements for program staff and submits to Finance.

As records assistant, maintains records per corporate policies and procedures.

Orders dental supplies for school dental programs. Has a purchasing card for program supplies and expenses (e.g., memberships). Maintains Section office equipment; arranges servicing, as required.

Monitors, reconciles, and forecasts operating expenses for program budgets, using the corporate financial system. Runs related reports for management.

Assumes the duties and responsibilities of the Dental Assistant I (Clinical) as required in that incumbent’s absence (2-4 times a year).

Performs related duties as assigned.

Knowledge, Skills & Abilities Required:
Knowledge of dental health terminology; dental charting; infection prevention and control practices; and care/maintenance of dental instruments and equipment, acquired through a Level 1 certification in a Dental Assisting program and certification with the Ontario Dental Assistants Association, plus 2 years of related experience.

Knowledge of and ability to comply with policies, procedures, and related legislation and standards.
Ability to exhibit confidentiality and discretion in handling confidential and sensitive material.

Organizational, attention to detail, and problem solving skills to process and reconcile dental claims; and maintain accurate dental records, per documentation practices.

Communication and human relations skills to explain dental programs and processes, clinic services, and general information to the public and dental offices; provide support and empathy when dealing with clients who may be upset or in crisis situations; and participate as an effective team member.

Ability to read dental journals, articles and newsletters, fee guides, and related program information. Ability to complete/compile dental charts, files, application forms, program data, meeting minutes, agendas, and correspondence.

Computer skills with ability to use software such as Microsoft Office and provincial databases.

Ability to travel within and occasionally outside Waterloo Region.

Must provide an acceptable Police Vulnerable Sector Check (level 3).

Ability to support and demonstrate the Region’s values.

We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.