Clinical Support Services, Dr. Gerald Niznick College of Dentistry

Rady Faculty of Health Sciences

Position number: 29553

Date posted: August 6, 2026

Job details

Patient Care Coordinator, CSS Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent

Yes

Work schedule

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date

August 24, 2026

Trial/Probation period

840 hours worked For more information please contact: Kristjana Oliver - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience.

EXPERIENCE:

- Use of a computerized dental office program required, including payment processing and completion of third-party dental claims.
- Knowledge of dental terminology required.
- Experience working with the public in a very busy environment required.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Good keyboarding skills and knowledge and experience in a Windows or Office 365 setting required.
- Good number retention and attention to detail required.
- Demonstrated effective verbal and written communication skills to communicate effectively and diplomatically with co-workers and the public required.
- Ability to be a team player is required.
- Ability to tolerate stressful situations, manage stress appropriately and be able to de-escalate difficult situations is required.
- Ability to work efficiently in Excel and in a formatted Virtual Live document is required.
- Ability to work in harmony with others and provide effective assistance to staff, students and the public is required.
- Ability to organize and effectively prioritize multiple tasks to maximize efficiency is required.
- Ability to prioritize tasks in a high-volume, fast-paced work setting with shifting priorities is required.
- Ability to work under pressure in busy environment and project a friendly and professional manner is required.
- Absolute reliability with respect to the confidential nature of the office is required
- Ability to provide excellent customer service is required..
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Reception/Clerical Duties:

- Ensures referral forms, fee waivers, medical consultations and requests for radiographs are actioned and ensures all documentation is complete, following up when not competed for all patients within assigned student group.
- Scans letters, forms and lab prescriptions into patient electronic charts.
- Updates Contact Notes for any conversations with patients that results in information that needs to be shared concerning treatment, patient accounts, patient’s disposition or behaviour and any insurance information including when insurance has been submitted.
- Resolves situations that arise when encountering difficult patients or unique situations. Provides patient with complaint forms when requested and inform patient that their complaint form will be followed up with for resolution.
- Ensures excellent customer service is provided to patients, students and faculty.
- Receives payments (cash, credit card or debit card) from patients for dental treatment provided. Ensures that procedure codes have been entered correctly and completely in the dental software program axiUm. Ensures that fees on the patients account are accurate including reviewing credit balances before collecting payment. Once payment is accepted, will apply and allocate payment to the corresponding treatment immediately. Issue receipts and provides patients with necessary standard third party insurance dental claim forms.

- Completes and has patient sign various Social Assistance, NIHB, CDCP claim forms for dental treatment provided.




- Cash float is verified by individual in charge of cash float allocation each day and handed out.

Reception will verify and sign float verification form.

- Immediately reconciles all payments received from patients. Reconciling electronic payments (debit card and credit card) to POS terminal, balancing all payments to axiUm reports and balancing of cash float.

Any variances are to be corrected at the end of each shift.

- Using CDAnet & axiUm, completes and submits pre-authorization dental claim forms for private insurance, CDCP, Social Assistance and NIHB for all patients within the assigned student group.

Follows up weekly on all pre-authorization submissions and notifies students and Team Mentors and Course Coordinators on the progress and final determination from all pre-authorizations submitted.

- Using Clinical Information System axiUm bills and re-bills treatment to insurance to complete and submit pre-authorization and dental claim forms for patients on various types of provincial assistance i.e.

Social

Assistance (SA), Non-Insured Health Benefits (NIHB) or CDCP. The incumbent must be familiar with College polices and the fee schedules of each government agency in order to provide direction and advice to students and patients.

Must contact the various agencies to determine coverage and obtain authorization for certain clinical procedures. Acts as liaison with government agencies regarding claims and payments by:

- Investigation accounts if timely payment is not received
- Ensures correct Fee Schedule is assigned to patient accounts after each dental appointment for patients on SA, CDCP or NIHB.

- Responds to inquiries from patients, government agencies and private insurance carriers concerning claims. This may involve gathering additional information, sending radiographs and consultation with the Associate Dean Clinical or Managing Director. Liaises with students, patients, and insurance companies to obtain information required for processing of claims.

- Provides assistance and information to students, patients and staff regarding third party coverage and claims, including policies and fee schedules of private insurance carriers and various government agencies. Reviews pre-authorizations with students.
- Scanning into patient electronic records any forms, explanation of benefits or insurance inquiries.
- Separates lab charges, prepares lab invoices and attaches these to claims for submission.
- Maintains and monitors a log of the status of claims and investigates delays.
- Provides requested information to insurance companies and government agencies within PHIPPA/PHIA guidelines.
- Ensures applicable fee guide schedules are assigned to patient accounts such as CDCP, Social Assistance or NIHB.
- Completes fee adjustment forms and submits to Associate Dean Clinical and Managing Director.
- Provides feedback to Patient Care Coordinator Lead regarding ongoing improvements and suggestions to improve axiUm, patient flow and efficiency to clinic operations.

Patient Management Duties:

- Monitors patients accepted from the in Undergraduate Screening Clinic. Reviews screening forms for accuracy, ensures office codes, treatment codes and treatment needs are entered correctly. All patient information is documented, patient informed consent documents are signed, and the patient is assigned to the appropriate student level (i.e. AT003, AT004). Assign screened patients to appropriate student level in consideration of individual student course requirements.
- Frequently assesses student requests and needs with patient treatment needs through the virtual patient/student assignment book.



Assigns patients based on both student and patient needs, in concert with Team Mentors and Course Coordinators. Ensuring accuracy, transparency and accessibility of information for students, Patient Care Coordinators and Team Mentors.
- Assesses patient’s needs and student needs and uses the dental software program axiUm to assign patients to students to meet course objectives and learning goals.
- Monitors assigned students patient lists in consultation with the virtual patient/student assignment book. Ensures patient assignments are balanced with equitable distribution of patients and patient requirements according to individual student needs and Team Mentor/Course Coordinator input.
- Provides Team Mentors/Course Coordinators with a bi-weekly report identifying any patients that have not been seen by their assigned student within the previous 30 days, include any explanations for this.
- Responsible review monthly all patients within assigned student group in dental software axiUm. Ensure all patients have been coded accurately as Active – Comprehensive Care or Active - Limited Treatment and when necessary convert patient to In-active and disposition from student patient list.
- On a monthly basis generates accounts receivable reports from axiUm to review patient’s accounts, ensures treatment codes have been entered correctly and fees assessed by the students are valid, accurate and complete. Issue statements on accounts that are in arrears for treatment completed or for missed step payments and follow up on each account.

Update Contact

Notes with all collection efforts. Notify students and Team Mentor/Course Coordinators to correct discrepancies with treatment codes, fees, fee waivers, patient based fund allocation or when treatment is not swiped completed.

- Reviews patient accounts with the Managing Director monthly to review accounts receivable and any unallocated funds in patient accounts. All patient’s accounts must be balanced monthly or discussion with justification for any ongoing patient account balances.
- Complete all required clearance procedures for assigned student group at the end of the year. Ensure all information in axiUm is accurate including but not limited to; needs codes, office codes, patient assignment level, and update Contact Notes.
- Audits all patient charts within assigned student group and runs reports in axiUm to identify errors entered incorrectly. Tracks errors/omissions from student documentation.

Other:

- Understands and complies with PHIPPA/PHIA rules and regulation.
- Understands and complies with University & Clinical Support Services Cash Management Policy including Payment Card Industry (PCI) Data Security Standard compliance.
- Performs special projects as assigned by Patient Care Coordinator Lead(s) or Managing Director.
- Identifies areas for improvement in processes, tools, axiUm and workflow.
- May be required to perform related duties not exceeding skills or capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities). If you require accommodation supports during the recruitment process, please contact [email protected] or (phone hidden). Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.

📌 Patient Care Coordinator, CSS (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg