Clerk II, Ambulatory Care Inital Assigment Dental - Permanent Full-Time (1.0)

Please Note: If you are a current CHEO employee with access to Workday, please apply to this posting via the Workday application as an internal applicant using the Jobs Hub.

To successfully apply for this position, please submit your application by 11:59 pm the day before the advertised closing date in the posting to ensure your application is received. 

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.
 
CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.
 
Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

POSITION SUMMARY

The Dental Receptionist schedules patient appointments and registers patients; prepares patient charts; assists with staffing, maintains patient lists; processes billing transactions; maintains inventory and performs other clerical tasks.

RESPONSIBILITIES

Patient Reception:

• Greet patient and parent(s). Verify demographic information in accordance to registration procedures.

• Patient registration in Abeldent, Cadence (Epic Hyperspace) in accordance to EMPI registration standards

• Notify clinicians of patient arrival

• Register of patients in system, Validate OHIP and payment type

• Make new charts for new patients

Appointment Scheduling:

• Manage electronic referrals in referral management

• Patient appointment scheduling assigned to provider as per Division’s Chief directions

• Interpret MOH  Eligibility and make updates in patient record accordingly

• Collect self-pay payment and complete Fee for service form

• Appointment confirmation

• Receive incoming telephone calls. Page doctors. Contact appropriate services.

• Confirm appointment and Inform family of what they need to bring to appointment (proof of payment cards)

• Notify family to call back if any changes or concerns

• Conduct telephone pre-visit screening for infection control

• In consultation with clinical staff, implement visit cancellation and rebooking,

• Receive incoming telephone calls. Page doctors. Contact appropriate services

• Schedule and coordinate tests

• Notify consulted services. Arrange follow-up services. Retrieve labels for specimens

• Request patient files from medical records and films from radiology

• Ensure that progress notes and sheets are available and stamped with the right date.

• Pick up patient charts in medical records on a daily basis. Ensure that all charts are available and re-request missing ones.

• Maintain filing. Ensure orders with notes are filed. Locate old charts as appropriate.

• Enter treatment plan in computer and send predetermination to insurance companies

• Pre-booking recall appointments

• Management of provider templates and of all wait lists for all providers through Abeldent and  Cadence (including clinic, OR)

• Complete checkouts

• Schedule interpreters for families as required

Patient Transactions:

• Bill Tcodes in Epic

• Bill patient fees to proper accounts and process payments

• Complete and process insurance forms

• Submit claims to insurance companies

• Resubmission of claims as required to insurance companies for lost or delinquent claims

• Payment collection from patients at each visit

• Explain new payment policy to patients – payment at time of treatment

• Entering lab bills into patient accounts appropriately            

QUALIFICATIONS

• Criminal Record Check (Essential)

• Secondary School Graduation Diploma (Essential)

• Approximately 12 months of experience in a dental or finance office (Preferred)

• Bilingualism (English/French) (Essential)

• Experience in a Dental or Financial environment (Preferred)

• Take steps to ensure timely completion of tasks by adjusting priorities as required (Essential)

• Adapt to changes to meet organizational requirements (Essential)

• Communicate effectively and concisely, both orally and in writing (Essential)

• Deal effectively with internal and external customers (Essential)

• Experience in patient registration using Cadence (Epic) (Preferred)

• Experience in creating, editing, scanning and scheduling referrals (Preferred)

• Experience in managing workqueues (Preferred)

• Experience in patient check outs including follow ups and recall management (Preferred)

* Please note you will be represented by the Ontario Federation Healthcare Workers – Laborers International Union of North America , (OFHCW-LiUNA).

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process.  This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.
 

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.    

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply, however, only those to be interviewed will be contacted.