Support Services Specialist - College of Dentistry-Clinic Administration

The University of Iowa

Responsible for providing efficient and effective clinical operational support through the delivery of oral health care services within the College of Dentistry and Dental Clinics by scheduling patient appointments and providing front line collegiate support following the guidelines set forth by the College of Dentistry’s Clinic Administration department.  For a full job description, please send an e-mail to

Provide Support Services to Clinical and Non-clinical Departments

  • Responsible for scheduling patient appointments and visits within the College of Dentistry and Dental Clinics, by interacting with patients on the phone and in person, using the electronic health record software Axium, This interaction can include answering questions, giving information, and otherwise representing the College’s clinical operations.
  • Evaluates and independently interprets data from the patient management system (Axium), in order to schedule patients for initial and subsequent visits.
  • Monitors reports and data to determine patient appointment needs and student experience needs. Contacts patients and appoints accordingly.
  • Maintains integrity of patient management system (i.e. accuracy of patient treatment, billing, and appointment status) from appointment books and patient records.
  • Coordinates appointments between all clinics within the College of Dentistry and Dental Clinics, to include but not limited to: review and interpreting patient records, patient and appointment management, providing schedules and billing details to patients, practitioners, staff, and students on a daily basis to ensure accuracy of patient care.
  • Coordinates and facilitates provider schedules (manages master schedules, creates daily templates for providers to include faculty, residents, hygienist, and pre-doctoral students, and makes daily clinic schedule modifications).
  • Notifies Clinic Administration’s frontline supervisors of scheduling issues in a timely and effective manner.

Communicate/Collaborate with Internal and External Constituents

  • Works collaboratively with other collegiate clinics, referring outside dental offices, Community Health Centers and other outside agencies such as Transportation Management Services (TMS)
  • Attends clinic clerk and departmental staff meetings
  • Serves as an intermediary between patients, students, and faculty regarding scheduling concerns and dental needs.
  • Negotiates appointments with patients and other collegiate clinics.
  • Assists students in meeting requirements for educational advancements
  • Serves as service excellence ambassador for other staff, co-workers, patients, and visitors

Develop Programs, Policies, Practices that Enhance Patient/Staff Environment

  • Responsible for problem solving of scheduling conflicts, including unplanned absences and patient urgent care needs.
  • Reinforces scheduling policies to others as needed through written and oral communications
  • Collaborates with peers and co-workers to enhance the delivery of oral health care
  • Provides feedback to management to maintain goals and service excellence protocol.
  • Contributes ideas and seeks ways to improve current workflow processes

Human Resources Management

  • Conducts student orientations in educating students about expectations regarding clinic workflow, policies, paperwork, and patient responsibility in each specialty clinic.
  • Assist in training new staff and students regarding specific clinic protocol and procedures.  This includes: proper telephone etiquette, appointing protocol, patient record management, financial guidelines and patient check-in processes.

Financial Management

  • Obtains and/or confirms pre-authorizations prior to scheduling appointments.
  • Post & review procedures for patient visit via the Electronic Health Record. 
  • Gathers and/or verifies insurance coverage; reviews applicable insurance coverage including DWP (Dental Wellness Plan) and Medicaid of Iowa prior to each appointment and informs provider and patient of changes in eligibility. Counsels patient of need to contact case worker in the event Medicaid coverage expires. Updates the Patient Accounting System as needed in light of insurance verification results; gathers signatures for consent/assessment forms.


Support Services Specialist - PVD1 (Regular P&S)

College of Dentistry – Clinic Administration (Iowa City, IA)

Salary:  $38,439 to commensurate (Pay Grade:  3A)

Schedule:  Monday – Friday, 8:00am – 5:00pm                        

May require occasional overtime.



  • Bachelor’s degree or an equivalent combination of education and relevant experience.
  • 6 months – 1 year relevant administrative experience.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite package.

HIGHLY Desirable:

  • Experience scheduling for multiple providers in a healthcare environment
  • Experience gathering and verifying insurance coverage
  • Experience with electronic health records


  • Experience with dental terminology
  • Some knowledge of University policies, procedures, and regulations.


Job opening are posted for a minimum of 14 calendar days.  This job may be removed from posting and filled any time after the minimum posting period has ended.  For questions or additional information, please contact


Successful candidates will be subject to a criminal background check.



For more information and to apply, visit our website by clicking apply now!


The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

Application Instructions:

In order to be considered for an interview, applicants must upload (and mark as “Relevant File”) to their submission:  cover letter, resume, and 3 names of professional reference. 

Job ID: 74078

Posted 7 days ago

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